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    why should an accountant not apply for quickbooks payments on behalf of their client from within quickbooks online?


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    6 Pros and Cons of Using Quickbooks Payments

    Before you make a decision about which processing company to use, we think you should all options. Here are six pros and cons of using QuickBooks payments.


    6 Pros and Cons of Using Quickbooks Payments

    If you use QuickBooks to accept payments from your customers, you probably do it because it’s convenient. It provides an easy way to receive payments – and you might not have given much thought to how much it’s costing you in QuickBooks payments fees.

    At CardChamp, we provide an alternative to QuickBooks payments. But before you make a decision about which processing company to use, we think you should weigh both sides. Here are six pros and cons of using QuickBooks payments.

    Pros of Using QuickBooks Payments

    Let’s start with the good news. There are some excellent reasons to consider using QuickBooks payments. Here are the pros as we see them.


    The first and arguably the best argument for using QuickBooks payments for your business is that it’s convenient. QuickBooks is the most widely used business accounting software. Accepting payments through QuickBooks allows you to streamline your accounts receivable processing by immediately matching invoices with payments.

    If you use QuickBooks online, you can sync with your bank accounts and save time when logging payments.

    All-in-One Solution

    For some business owners, the notion of using multiple programs to manage the various aspects of their finances is a daunting one. Using QuickBooks payments to accept credit card payments from your customers can simplify the process by allowing you to create and send invoices and accept payments in the same place.

    Business owners who value simplicity may decide that they prefer using QuickBooks because it allows them to do most of what they need in one place.


    You know that people are creatures of habit -- and so are customers. Many individuals and companies are familiar with QuickBooks because it is both well-known and widely used. Their familiarity may make it difficult to switch to a new payment processing company -- at least without doing some explaining first.

    If your customers are comfortable paying via QuickBooks, then you may need to explain to them why you’re switching if you decide to change processing companies.

    Cons of Using QuickBooks Payments

    While the comfort of familiarity may be why you’re using QuickBooks payments, there are some significant and compelling reasons to seek out other online payment alternatives for your business.

    Frequent Updates and Downtime

    One of the biggest issues of using QuickBooks online is that Intuit -- the company that makes QuickBooks -- releases frequent updates. These updates can slow down processing times and even keep you locked out of your account. They can also make it difficult for your customers to pay.

    QuickBooks payments are convenient when they’re available, but availability may be a problem when there’s a new update to be installed. QuickBooks also changes its subscription plans frequently.

    Slow Servers and Processing

    As we said before, QuickBooks is by far the most popular business accounting program in the United States. That means that thousands of other businesses use QuickBooks online and are competing with you for bandwidth.

    The result is that the processing times for QuickBooks can sometimes be quite slow. That’s an issue that can impact your ability to accept payments via QuickBooks. It may also affect your customers’ willingness to pay using QuickBooks because their time is valuable, too.

    High Processing Fees

    In any situation when we opt for convenience, we’re accustomed to paying more to get what we need. That’s the reason that milk is significantly more expensive at a convenience store than at a supermarket.

    The same is true of QuickBooks payments. The price you pay for the privilege of allowing your customers to pay online via QuickBooks is a high one. QuickBooks payments fees work like this:

    2.4% for swiped credit cards

    2.9% for invoiced credit cards

    3.4% for keyed credit cards

    Unless you charge your clients for credit card processing, those fees are coming out of your bottom line. If many of your customers pay with credit cards, the impact on your profits can be quite significant.

    Should You Use QuickBooks Payments?

    Given how high QuickBooks payments fees can be, you might be wondering if it’s worthwhile to continue using QuickBooks to process credit card payments.

    We can’t answer that for you. However, we can tell you that there are alternatives to QuickBooks’ high fees.

    At CardChamp, we offer three pricing options to suit your business needs. The first option is our wholesale pricing, which allows you to pay the direct interchange fee with no basis points and a small fee per transaction for a low, flat monthly subscription fee.

    Next, there’s our free pricing, which allows you to pass the processing fee on to your customers by charging a non-discounted price on your invoices. You’ll pay only a $10 monthly fee.

    Finally, we offer our match capital advantage option, which matches the existing fees from your processing company and provides you with the working capital your business needs.

    It might be convenient to use QuickBooks online to accept credit card payments, but there are less expensive alternative available.

    Source : www.cardchamp.com


    This guide shows you how to accept payments through QuickBooks Online. It’s useful for receiving payments from customers. With the right approach, apply customer payments to your invoices, reducing accounts receivable.

    How-to Guide for Accepting Payments with QuickBooks

    We've paired this article with a comprehensive guide to solving QuickBooks problems with automation. Get your free copy of 7 QuickBooks Payables Problems Solved with Automation!

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    Home / Resources / Guide / Accepting Payments Through QuickBooks

    When using QuickBooks accounting software, one of the most essential processes to know is how to receive payment from a customer for sales transactions.

    You may be using QuickBooks Online or QuickBooks Desktop. This guide shows you how to receive and accept payments through QuickBooks Online.  With QBO, your business can receive payment with a credit card, debit card, ACH bank transfer, or PayPal payment methods.

    QuickBooks Online automatically receives and records online payments from customers when it’s connected with QuickBooks Payments. When not using QuickBooks Payments, use the QuickBooks Online menu steps indicated to receive and record customer invoice payments.

    Using the Tipalti Accounts Payable Automation App for QuickBooks to Pay Supplier Invoices

    Small businesses and medium-sized businesses use QuickBooks Online bookkeeping and accounting software. Intuit owns QuickBooks and TurboTax.  Suppliers using QuickBooks Online can invoice and accept customer payments.

    The QuickBooks receive payments service is very affordable for its small business users. QuickBooks Online charges a transaction fee for credit card payments, debit card payments, and ACH payments. As you can see in the linked Intuit QuickBooks web page, transaction fees for QuickBooks Online vary by the type and method used. ACH bank transfers, card swiped, card invoiced, or card keyed have different processing fees. (Rates differ for QuickBooks Desktop users.) You’ll find out how to process credit card payments in QuickBooks Online.

    Tipalti is an AP automation application, which integrates with QuickBooks Online and QuickBooks Online Advanced. Use Tipalti with your regular QuickBooks Online login and software interface. Tipalti handles the entire accounts payable processing workload. It automates online payments to suppliers and vendors using a choice of global mass payment methods. Using Tipalti saves you up to 80% of accounts payable processing time. It shortens the time to close the financial books by 25%. Tipalti is available as a SaaS subscription with a monthly fee.

    The Tipalti AP automation app for ​QuickBooks Online provides the interface portal for suppliers to onboard themselves. Vendors enter their contact information. Then they upload tax forms, upload invoices, and select their preferred payment method. Self-service supplier onboarding saves your accounts payable department a significant amount of time. It also increases data accuracy.

    How to Set Up QuickBooks Online to Receive and Accept Payments

    Screenshots for Receiving and Accepting Payments in QBO

    The following explanation includes screenshot steps to apply for and use QuickBooks Payments with QuickBooks Online from a tutorial.  The screenshots are from a November 6, 2019 QuickBooks Online YouTube video titled How to Set Up QuickBooks Payments | QuickBooks Online.

    Your business receives and accepts customer payments differently when it isn’t using QuickBooks Payments. These screenshots are from a QuickBooks Online December 9, 2019 YouTube video titled How to Record an Invoice Payment | QuickBooks Online.

    Receiving Payment through QuickBooks Payments

    Accepting and receiving payments from customers through QuickBooks Online is easy. To automatically match and apply a customer payment your business collects to invoices, use the Payments feature. Don’t enter the customer receipts as deposits.

    For QBO users approved and enrolled in QuickBooks Payments, QuickBooks Payments processes the customer’s payment. Recording  customer payments in the appropriate accounts is handled automatically by QuickBooks Online software.

    How to Apply and Start Using QuickBooks Payments with QuickBooks Online

    To use the QuickBooks Payments feature, register with Intuit through your QuickBooks Online software by providing information about the business, business owners, and merchant account. Not every small business that applies is accepted for QuickBooks Payments.

    Intuit Merchant Services is the payment processor. Online stores use payment gateways for e-commerce.  A payment gateway allows your online store to connect to your merchant bank account. It acts as a  ‘virtual terminal,’ as opposed to a card-swipe terminal.” If you need a payment gateway, you can set it up after you get your QuickBooks Payments account to receive customer payments, as described in this guide.

    You may already have a merchant account with Intuit’s Merchant Services or GoPayment. You still need to follow this process to connect it with QuickBooks to accept payments from customers.

    To start receiving payments in QuickBooks Online, click the Settings gear icon on the top right side of the QuickBooks Online toolbar.

    When the Settings menu opens, choose Accounts and Settings, then Payments. You’ll see this screen:

    Source : tipalti.com

    Using QBO Advance, do you have to be an ADMIN user...

    Using QBO Advance, do you have to be an ADMIN user to access Bill Pay?

    scruggsdavid54 Level 1 posted

    ‎May 26, 2021 08:23 AM

    last updated ‎May 26, 2021 8:23 AM

    Using QBO Advance, do you have to be an ADMIN user to access Bill Pay?

    QuickBooks Online Cheer Reply

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    8 Comments Archie_B QuickBooks Team

    ‎May 26, 2021 10:14 AM

    Thank you for posting here in the Community, scruggsdavid54.

    Using Online Bill Pay in QuickBooks Online ( QBO ) is a great idea to pay your bills, and vendor electronically.

    Only the Primary admin, Company admin and accountant users, who have been enabled to use bill pay account, can access and use the Online Bill Pay in QBO.

    You can also add a QBO administrator as an authorized Bill Pay user on your bank account.

    Like this:

    Go to the Gear icon, then Account and Settings.

    Select Bill Pay on the left menu.

    Choose Bank accounts.

    Select the bank account number for the account the user will be added to.

    Click Add on the Bank Account page.

    From the drop-down, select the user that needs to access Bill Pay, then Save.

    Then, the user will receive an email that requests for them to sign into QuickBooks Online to finish the bank account setup.

    When that user logs in, they should be prompted to complete the setup for the bank account.

    You can check this article for more tips and information about Online Bill Pay: What is Online Bill Pay?

    I've also included this link in case the user you invited didn't receive any email request: What to do if invited users did not receive your email invitation

    Let me know if you still have questions or clarifications about bill pay. I'll be here to help. Have a nice week!

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    Fiat Lux - ASIA Level 15

    ‎May 26, 2021 07:26 PM


    Consider opening a separate Melio account to let your Standard Users access the Billpay feature. You don't need to give them any access to QBO directly.

    https:// melio.grsm.io/quickbooks

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    neals55 Level 1

    ‎October 26, 2021 02:15 PM

    The instructions provided no longer seem to be available. When I go to the Gear icon, then Account and Settings there is no option to Select Bill Pay on the left menu. I am trying to enable online bill pay for my accountant but cannot follow the provided instruction. HAs this option been moved or removed?  Please advise?

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    Mark_R QuickBooks Team

    ‎October 26, 2021 04:49 PM

    I've got your back, @neals55.

    The option to enable the Online Bill Pay feature is available within the Account and Settings menu. Since you can't see the option from there, you can use the direct link to sign up for Online Bill Pay. Here's how:

    Sign in to your QuickBooks Online (QBO) account.

    Click this direct link to go to Online Bill Pay Learn More page, then select Get Started.

    Enter your company information and click Next.

    Follow the on-screen instruction to connect your bank account.

    Click Open, then choose Next.

    Enter in your personal information, then click Next.

    Then, answer a few identity check questions to complete the process.

    I'm adding this article for more guidance: Sign up for Online Bill Pay.

    In addition, please know that only admin and accountant users who have been enabled to use the Bill Pay account will have the ability to utilize the feature in QBO. For more information, feel free to check out this article: What is Online Bill Pay?

    You might also want to update your billing information for Online Bill Pay in the future. This article will guide you through the steps: Update billing info for Online Bill Pay.

    Please know you can continue to reach me here with any additional questions about Online Bill Pay. Thanks for coming to the Community, @neals55. Wishing you continued success!

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    neals55 Level 1

    ‎October 26, 2021 05:29 PM

    Thanks for your help Mark_R. However, I already have online bill pay enabled (melio). However, whenever my accountant tries to schedule a payment it fails to launch. I was wondering if there is any permission or configuration I am overlooking. The previous directions were not sufficient to address my problem.

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    Catherine_B QuickBooks Team

    ‎October 26, 2021 07:06 PM

    Thanks for keeping us posted, neals55.

    We can perform some troubleshooting to see if this is a browser-related cause of why this behavior is happening when you try to schedule bill pay in QuickBooks Online.

    Let's start with opening a private or incognito window in your web browser. This will open your account in a clean slate and loads fresh data. Here's how:

    Mozilla Firefox: Press CTRL Shift P

    Safari: Press Command Shift N

    Google Chrome: Press CTRL Shift N

    Source : quickbooks.intuit.com

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