Got customer payments coming in? QuickBooks Online has multiple ways to accept and record them.

One of the biggest challenges small businesses face is managing a steady cash flow. Keeping income ahead of expenses is a constant balancing act. QuickBooks Online can help. With easy-to-use forms and a convenient mobile app, it helps you track and deposit incoming payments with ease.

Do you ever receive instant payments for certain products or services? Ever need to record a sale on the go—both for your records and your customer’s? Or maybe you send out invoices and want to ensure payments are accurately logged once they come in. QuickBooks Online has you covered in all these scenarios. Plus, it offers automation tools that speed up the payment process—so you can get paid faster and focus on growing your business.

Let Customers Pay Online

If your business sends invoices for products or services, QuickBooks Online makes it easy to record customer payments. While you can manually enter payments, there’s a faster, more efficient option: QuickBooks Payments. This built-in merchant service lets you accept credit card and bank payments electronically—helping you get paid quicker and streamlining your cash flow.

Once QuickBooks Payments is set up in QuickBooks Online (contact us if you need help), your invoices will include integrated payment options for credit cards and electronic checks. Each invoice will feature a payment button, allowing customers to easily enter their payment information. You’ll be able to track when an invoice is viewed, paid, and deposited. Simply open your list of invoices and click on one to view its details. A timeline panel will slide out from the right side, showing the invoice’s history and status. Plus, you can opt to receive notifications for invoice activity.

If you prefer to record payments manually, find the unpaid invoice in your list and click the Receive Payment link at the end of the row. This opens the Receive Payment screen, where you can fill in any missing details and save. You can also find the same link on the invoice screen itself or from the Invoices page (SalesInvoices).

You can receive payments manually in QuickBooks Online from an invoice itself or from the Invoices page.

There’s no cost for setting up a pay-as-you-go account in QuickBooks Payments. There are only per-transaction fees:

●     ACH bank payments are 1%.

●     It’s 3.5% if the payment comes in through an invoice (Apple Pay, Google Pay, credit cards, etc.) or if the payments are keyed in.

●     If you swipe a card, you’ll pay 2.4%

There’s also a $0.30 fee per transaction. Transaction fees are slightly lower if you pay $20 per month. Payments that come in before 3 p.m. PT should be in your account the next business day.

Accepting Payments Through GoPayment

To take payments while you’re on the road, you’ll need a free mobile card reader from Intuit that connects to your smartphone. It supports tap, chip, and digital wallet payments. You can also manually enter card details (see above rates). To process transactions, you’ll need to download the GoPayment app, available for iOS and Android. The app lets you add product names, prices, and images to make checkout faster and easier. Multiple layers of security are in place to help protect your data during mobile transactions.

Receiving Instant Payments

Sometimes, you’ll receive payment right after delivering a product or service. In these cases, QuickBooks Online allows you to create and provide a sales receipt on the spot. Just click +New in the upper left corner, then select Sales Receipt in the Customers section. The form that opens will look similar to an invoice or estimate. Choose the customer in the upper left corner, and fill out the remaining details as you normally would. When you’re finished, click Save and send to email the receipt. You’ll have the option to preview it before sending and to print it.

The Undeposited Funds Account

The Undeposited Funds account in the QuickBooks Online Chart of Accounts

If your customer paid you on the spot with a credit card, that payment would be processed in your QuickBooks Payments merchant center. But what about a physical check? QuickBooks Online defaults to the Undeposited Funds account for sales transactions. You can change this, but we don’t recommend it. This account temporarily holds payments—typically cash and checks—that haven’t yet been deposited into your bank.

It’s a good idea to review this account regularly to ensure you’re not leaving funds languishing. Hover your mouse over the Transactions link in the toolbar and click Chart of Accounts. Scroll down until you find it, as pictured above. To combine the transactions in the Undeposited Funds account to make a bank deposit, click +New in the upper left corner and then click Bank deposit under Other. Make sure the Account in the upper left corner is set to the account where you want to deposit the funds. Click the box in front of each check you want to deposit (or Select all), then Save.

To see your deposit information, click Reports in the toolbar, then  click Deposit Detail under Sales and Customers. You’ll have to list the deposits individually on your physical deposit slip. Make sure that the slip matches what you see in QuickBooks Online.

If you need help or have questions, feel free to contact us to schedule a consultation. While the process of receiving payments isn’t overly complicated, it’s essential to ensure every payment is recorded accurately and deposited correctly into your bank accounts.

QuickBooks Online is good at saving you time and keystrokes. Here’s another way it helps avoid duplicate data entry.

Accounting is a repetitive process. As you prepare invoices and receipts and bills, and other sales and purchase forms, you undoubtedly grow weary of typing the same information over and over. Customer and vendor names, addresses, product and service descriptions – you practically memorize these details if you have to enter them frequently.

QuickBooks Online does that memorization for you. Once you’ve entered a detail like a customer’s shipping address or the cost of an item, you never have to supply it again. You only have to select data from lists when you’re creating a purchase order, for example.

But the site goes further. If you have to enter transactions on a regular basis that are identical or nearly identical, QuickBooks Online allows you to save them as recurring templates. When it’s time for them to go out, it gives you options for dispatching them depending on the need for any tweaking. Here’s how it works.

How Do You Make Transactions Recur?

The process is very simple. You start by creating a transaction that you’d like to repeat at intervals you specify. For example, you might send monthly invoices to some customers for lawn services. Enter the invoice details like you normally would, selecting a customer and the item or service descriptions and any other information that needs to be included.

When you’re done, click the Manage icon in the upper right, scroll down in the panel that opens on the right, and click Scheduling, then toggle on the button next to Make invoice recurring. In the Template name field, give it a descriptive name that you’ll associate with the invoice. Then click the down arrow in the field under Type.

QuickBooks Online gives you three options for managing your recurring transactions.

There are three ways you can ensure that the invoice goes out at its specified interval. They are:

● Scheduled. If you select this, your transaction will go out as scheduled with no intervention from you. Only the date will change. We urge caution with this one. Be sure you won’t want to change anything.
● Reminder. QuickBooks Online will send you a reminder ahead of the scheduled date. You can specify how many days ahead you should receive it. Then it’s up to you to make any necessary changes and send it out.
● Unscheduled. QuickBooks Online will do nothing except save your template. You can modify and use this at any time that’s appropriate.

Deal with the other Template options and scroll down to set up intervals and starting/ending dates if necessary. If you choose Unscheduled, you can save the template. For Reminder and Scheduled, though, be sure to complete the fields at the bottom of the pane before saving.

If you’re creating a Scheduled or Reminder invoice template, you’ll need to complete the fields at the bottom of the Recurring settings pane.

NOTE: These instructions are based on QuickBooks Online’s new invoice format. It’s possible that your account is still using the old format. If that’s the case, or if you’re creating another type of transaction that will recur (like a bill) you will see a link at the bottom of the form that says Make recurring. Your other options will remain the same.

How Do You Use Recurring Transactions?

When you want to modify or use a recurring transaction, click the gear icon in the upper right of the page and select Recurring transactions under Lists. A table containing all of the ones you’ve created will open. There are multiple columns in this table that provide a lot of information about each transaction. They are Template Name, Type, Txn (Transaction) Type, Interval, Previous Date, Next Date, Customer/Vendor, and Amount.

● The final column, Action, lists the options you have for each type of recurring transaction. For Unscheduled Invoices, you’ll most likely Use them, though you can also Edit them. If you set up a transaction as a Reminder, you can do the following to it:
● Edit (edit the template, not the transaction)
● Use (opens the original transaction that you can edit, save, and send)
● Duplicate (duplicate the template)
● Pause (stop sending reminders temporarily)
● Skip next date
● Delete

Your time as a business owner is valuable. Don’t waste any of it doing duplicate data entry. Creating recurring transactions in QuickBooks Online is one way of minimizing keystrokes and using the time savings to manage other elements of your business. If you have any questions about what we discussed here or are struggling with any other features in QuickBooks Online, don’t hesitate to contact us to schedule an appointment.