How to Accept Credit Card Payments on QuickBooks
If you’re already using QuickBooks to manage your business’s bookkeeping, you may want to use the software for accepting customer payments, including credit card transactions.
Whether you need customers to pay invoices or purchase products, QuickBooks provides a variety of options to make sure you get the payments your business needs to thrive. We’ll help you understand how you can accept credit card payments through your existing QuickBooks account, whether you are using the online or desktop version.
How to process credit card payments
There are several different ways QuickBooks users may accept credit card payments. The advantage? Payment information is recorded in QuickBooks in real time, meaning you’re not only notified when the money hits your bank account, but your books are automatically updated to reflect a balance increase. For your regular customers, you can set up automated reminders when a bill is due. Customers could pay with a credit card through the invoice or in person. The method you would use to accept credit card payments depends on your QuickBooks account, as would the processing fees associated with each transaction.
Use GoPayment: If you sign up for GoPayment, you receive a free card reader for your mobile device that would allow customers to physically swipe their cards to make a payment. GoPayment is available for all accounts and charges lower rates than other payment methods.
Swipe cards through your point-of-sale system: QuickBooks Point-of-Sale service allows customers to physically swipe or sign card payments using a PIN pad. The service also accepts credit cards with chips.
Type cards numbers: If you don’t have a card reader, you can manually type credit card numbers into your QuickBooks software. You can save the card number as part of a customer record, saving you time in the future. The downside to entering credit card numbers manually is you might have to pay a higher processing fee.
Charge cards online: Your account may allow you to send customers QuickBooks invoices that let them pay immediately online. You could also charge a card through the Intuit Merchant Service Center, but those transactions won’t download in QuickBooks.
Accept payments in your online store. QuickBooks automatically accepts online payments for e-commerce businesses. Simply connect whichever web store service you use — GoDaddy, UltraCart, Shopify — with your QuickBooks account.
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The cost of processing credit card payments depends on your QuickBooks account. Overall, most QuickBooks users can expect to encounter the following types of fees:
- Discount fees: These are your basic rates for processing a card transaction. Discount fees vary based on whether you swiped the card or manually entered the information, as well as the card type and your industry.
- Transaction fees: This is a flat, per-transaction fee that pays for the cost of electronic authorization.
- Other fees: Intuit may pass through fees from credit card companies like Visa and Mastercard or charge you if there’s a chargeback incident from a customer dispute. If you don’t process a certain amount of transactions each month, you could face a fee as well.
You can choose a monthly payment option or pay as you go for credit card processing with QuickBooks. Here’s how the cost breaks down for each QuickBooks product and the type of transaction.
Pay as you go:
|Bank transfer (ACH)||Free|
|Credit card invoices||2.9% + $0.25|
|Manual credit card payments||3.4% + $0.25|
|Swiped cards||2.4% + $0.25|
Pay as you go:
|Bank transfer (ACH)||$1|
|Credit card invoices||3.5 % + $0.30|
|Manual credit card payments||3.5 % + $0.30|
|Swiped cards||2.4% + $0.30|
Monthly payment plan of $20 each month plus the following fees:
|Bank transfer (ACH)||$1|
|Credit card invoices||3.3 % + $0.30|
|Manual credit card payments||3.3% + $0.30|
|Swiped cards||1.6% + $0.30|
|Manual credit card payments||3.4 % + $0.25|
|Swiped cards||2.4 % + $0.25|
Secure your credit card payments
When accepting credit card payments in QuickBooks, there are a few precautions you can take to make sure the transactions remain secure. You should also follow best practices to avoid losing access to your payment account or incurring extra fees.
Here are a few security tips from Intuit:
- Verify card identity and expiration dates.
- Don’t split single transactions into smaller transactions. Doing so could increase the possibility of a chargeback.
- Remove account numbers from receipts, as QuickBooks does not automatically do this for you.
- Prevent duplicate transactions.
- Take advantage of fraud screening products for merchants.
- Don’t charge customers a fee to offset the cost of processing credit cards.
Keeping your security software system current with automatic updates for your web browser and operating system would also help keep your payment information secure. Security software can protect your system from online threats such as malware and viruses.
The bottom line
Setting up credit card payments through QuickBooks could make it easier for customers to pay you, especially if you’re already sending them invoices with the software. They would be able to pay you directly as soon as they receive a bill.
QuickBooks’ pricing structure allows you pay for transactions as you go, rather than requiring you to pay a lump sum each month. However, there is a monthly payment option that would reduce the individual cost of card transactions.
If you currently depend on QuickBooks software for accounting, using the service to process credit card payments may be a way to further streamline your bookkeeping tasks as a small business owner.