Top 5 Questions-Payments

sofiamdc-2341 · ‎August 03, 2023

Happy August! I hope you’ve all been having a great summer! Today we are back with some top questions that are frequently asked here in our community. So if you’re wanting to learn more about credit card processing fees, issuing partial refunds, setting up ACH accounts & more, then this Top 5 on Payments is just for you.

Let’s dive in and take a peek at these questions!

1. Is there a way to automatically include the credit card processing fee to your invoices so that the ...

That’s a great question!

To add a credit card processing fee to your invoice, you’ll first want to create a service item. From here you’ll then manually add it to your invoice.

Here are the steps to follow:

On the left navigational bar, go to the Sales tab.
Choose Product & Service.
Click on New then select Service.
Enter the name of your service item. (Example CC Fee)
Select the Income account you'd use to track the processing fees. Once done, click Save and Close.

Once done, make sure that you add the credit card fee as an additional item on your invoice when you charge your customers the processing fee.

It’s important to note that you can also consider a third-party app and integrate it with your QuickBooks. If you’d like to go this route and use a third-party app, here's where you can find one in QuickBooks Online:

Sign in to your QuickBooks Online Company.
Go to the Apps tab.
On the search bar, type the name of the that you'd like to integrate with your QBO account.
Click the Search icon.

Here’s a visual reference for you to look at:

That’s all there is to it!

For more resources on recording and customizing invoice payments, feel free to check out the following articles:

2. How do I enter credit card charges?

Thanks for asking! Entering credit card charges is simple in QuickBooks Online.

What you’ll want to do is enter your credit card charges as Expenses. From there, you can select a category so you can post the amount individually.

Let me show you how:

Go to the + New icon and then choose Expense.
Choose the credit card account under the Payment Account drop-down menu.
Select the credit card type under the Payment Method drop-down list.
Fill in the other necessary information.
Once done, click on Save and Close.

That’s it!

For more resources on this topic, please feel free to check out this article: Enter and Manage Expenses.

3. How do I issue a partial refund for an invoice via QuickBooks Payments?

I’m glad you asked!

You can easily create a partial refund within the QuickBooks Payments platform, so you won’t need to worry about entering your customer's credit card information.

Let me show you how:

Sign in to your QuickBooks Payment account.
From the Activity & Reports drop-down, select Transactions.
Enter the appropriate date range, then Search.
Select the Transaction ID or the transaction you want to reverse.
Select Reverse (Void/Credit).
Type in the amount you want to refund, then click Submit.
A receipt of the transaction will display on the screen. Select E-mail or Print to get a copy of the receipt.

You can also check out this article for your additional resources: Understand fees for refunds or void transactions.

After creating a partial refund, you may want to enter a refund receipt in QuickBooks Online. Once you do that, you’ll be able to match it with the downloaded transaction from your bank feeds.

If you decide not to create a refund receipt in the program, you can simply add or confirm the transaction downloaded in your online banking.

Here's how to create a refund receipt:

Click + New, then Refund Receipt.

Capture (1).PNG

2. Enter the name of the customer.

3. Choose a bank from the Refund From field where you take the money from.

4. Complete other fields, then click Save and Close.

Once you complete those steps, you can now match it with the downloaded transaction:

On the left menu, click Banking.
Select the bank. This is the financial institution you've selected on the Refund From field when creating the refund receipt.
Under the For Review tab, select the transaction.
Choose the Match radio button.
Click on Match.

Now you’re done!

For more details about this process, please refer to this article: Categorize and match online bank transactions in QuickBooks Online.

4. How do I receive and record payments without an invoice?

I got you covered!

You'll want to use an invoice to record sales transactions from customers who make no or partial payments during the time of the sale. Then, you can receive payment by entering the amount that's paid.

If you don't want to use an invoice you can use the sales receipt when your customer pays you on the spot for goods or services. This way, you'll record it once you have exact amount.

Here's how to receive payment from the invoices you recorded:

Click the + New button and select Receive Payment.
Select the customer and click the invoice to pay.
Under the amount, you can enter a partial amount or full amount.
Click Save and Close.

That should do it! The payment will reflect the customer's account balance without creating an invoice.

You can also feel free to use these articles that will help you manage your invoices and payments:

5. How do I set up a customer ACH account?

Let me walk you through this!

In order to show the pay invoice button, you'll need to link your ACH Payments account to QuickBooks Online and select the desired payment method on the invoice.

Here’s how to connect your Payments account:

Select the Gear icon at the top, then Company Settings.
Select Payments from the left menu.
(Don't see Payments? No problem. Select QuickBooks Payments instead.)
Select Connect.
An additional window or tab opens to an Intuit Payment Solutions branded page. The connection service automatically looks for any QuickBooks Payments accounts that have the same login with the user who is currently logged in.
Review all important disclosures then confirm that the correct account was selected. If everything looks right, select Link account.
Once done, sign out of QuickBooks Online then sign back in.

You are now set!

For more detailed information and resources on this topic, please check out this article: Connect your Payments account to QuickBooks Online.

If you notice that you’re still not seeing the pay invoice button, it may be because you need to enable online delivery.

You can enable this feature by following these steps:

Click the Gear icon.
Select Account and Settings.
Click Sales on the left.
Select within Online delivery.
Click the drop-down under Additional email options for invoices and choose Online invoice.
Select Save.

account settings.png

That should do it!

That’s all we have for today! I hope you got some new helpful information out of these questions and feel more confident when it comes to managing payments. If you do have any other questions, please let us know here in the community and we’re happy to help get those taken care of.

See you next time!

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