If you are a Quickbooks user in the US, your BriteBiz Account has a super feature where you can integrate Quickbooks Payments as your preferred payment provider. Quickbooks Payments gives you access to very low ACH payment fees. For more details on Quickbooks Payments CLICK HERE.
How To Enable Quickbooks Payments
Firstly, you need to enable Quickbooks Payments in Quickbooks.
You also need to enable BritePay in your BriteBiz.
Then follow the video below to enable the integration in BritePay.
How Does Quickbooks Payments Work In a Booking
There are two ways.
1. Client Payments - When your clients click the PayNow button, a Quickbooks dialogue box opens up. Your client makes the payment directly on the Quickbooks dialogue box.
2. Admin Payments - Two options.
Click into the client portal and use the Pay Now button - same process as above.
Click on the Quickbooks Icon on the booking page to bring up the Quickbooks dialogue box to process the payment.
When Will I See The Payments In My BriteBiz?
After a payment has been processed in the Quickbooks dialogue box, you will see the payments in your BriteBiz within 1 - 5 minutes.
Learn how to set up and use QuickBooks Payments to accept credit card and ACH bank transfers directly through your invoices. This guide covers payment processing, automated bookkeeping, and managing your merchant settings.
What is QuickBooks Payments?
QuickBooks Payments allows you to accept credit cards and ACH bank transfers from your customers. When you use this service, customers can pay you right from the invoices you send. One of the best parts is that QuickBooks automatically records the payment and the bank deposit for you, which saves you a lot of manual data entry time and ensures your books are always up to date.
💡 Action Steps
Review the benefits of integrated payment processing
Identify the difference between credit card and ACH options
How do I sign up for QuickBooks Payments?
To get started, go to your Account and Settings and select the Payments tab. From there, you can click the button to learn more or sign up. You'll need to provide some basic information about your business, your bank account where you want the funds deposited, and some personal details to verify your identity. Once submitted, it usually only takes a few minutes to get approved.
💡 Action Steps
Click the Gear icon
Select Account and Settings
Navigate to the Payments tab
Click Learn More or Sign Up
How do I enable payment options on an invoice?
When you create a new invoice, you'll see a section for Payment Options. You can toggle on the switches for Credit Card or Bank Transfer. If you want to change the default settings for all future invoices, you can do that in your Account and Settings under the Sales tab. This ensures that every time you send an invoice, the 'Pay Now' button is available for your customers to use.
💡 Action Steps
Create a new Invoice
Navigate to the Online Payments section
Toggle Credit Card on or off
Toggle Bank Transfer (ACH) on or off
What does the customer see when I send an invoice?
Your customer receives an email with a link to view the invoice online. When they click that link, they see the full invoice details and a prominent 'Pay Now' button. They can then choose to enter their credit card information or their bank account details. The system is secure, and they will receive a confirmation receipt as soon as the payment is processed.
💡 Action Steps
Send the invoice via email
Direct the customer to the Review and Pay link
Have the customer click the Pay Now button
How do I track the status of my payments?
You can check the status of your payments at any time by going to the Sales menu and selecting Invoices. Here, you'll see a status bar that shows which invoices have been sent, viewed, and paid. If a payment is in progress, QuickBooks will show you the estimated deposit date so you know exactly when to expect the money in your bank account.
💡 Action Steps
Go to the Sales menu
Select the Invoices tab
Review the Status column for 'Paid' or 'In Progress'
How does QuickBooks handle the accounting for these payments?
Once a customer pays an invoice, QuickBooks does the heavy lifting for you. It automatically marks the invoice as paid and creates a payment transaction. When the money is actually deposited into your bank account, QuickBooks matches the deposit against the payment and even accounts for the processing fees, so your bank reconciliation stays clean and simple.
💡 Action Steps
Verify the Invoice status is marked 'Paid'
Check the Banking tab for Matched transactions
Review the Expense account for processing fees
How do I manage my deposit settings?
If you need to change where your money is going, head back to Account and Settings and look at the Payments tab. You can see your deposit account linked there and update it if you switch banks. You can also view your processing rates and your merchant ID if you ever need to contact support for specific transaction help.
💡 Action Steps
Return to Account and Settings
Go to the Payments tab
Select Deposit Account to view or edit details
Locate the Merchant ID number
Where can I see a list of all processed transactions?
For a full history of your activity, you can access the Merchant Service Center directly from QuickBooks. This provides a detailed report of every transaction, any chargebacks, and monthly statements. It's the best place to go if you need to perform a refund or look up an old transaction from a previous month.
💡 Action Steps
Click the link for the Merchant Service Center in the Payments tab
Navigate to the Activity & Reports menu
Search for specific transactions by date or amount