How to Record Credit Card Payments in QuickBooks

by Allen Moore

After its success with the Quicken personal accounting software program, Intuit released QuickBooks, a financial software program for use by small businesses. The software's selling point is its ease of use, even for those who have no accounting experience. Accepting credit cards is essential to many small businesses. Whether you have a QuickBooks Merchant Service account or a third-party merchant account, recording credit card payments in QuickBooks is very easy to do for anyone with a solid grasp of computer usage.

Open QuickBooks on your computer.

Click "Receive Payments" from the Home page, or alternatively, click "Receive Payments" from the "Customers" menu at the top of the screen.

Choose the customer that you want to record a credit card payment from, using the drop-down menu in the "Received From" field.

Type the amount of the credit card payment in the "Amount" field.

Select the customer's credit card type you wish to record for payment in the "Pmt. Method" field, otherwise you can choose "< Add New >" to set up a heretofore-unused type of credit card.

Select "Undeposited Funds" from the drop-down menu in the "Deposit to" field.

Enter the customer's credit card number and expiration date in the "Card No." (without spaces or dashes) and "Exp. Date" (formatted as MM/YYYY) fields, respectively.

Make any desired adjustments to the way the payment is applied to the customer's open invoices by clicking the check mark(s) to the left of the invoice(s) and/or adjusting the payment amount in the right-side column of each invoice.

Check the "Process payment when saving" (title will change with type of card selected) if you have a QuickBooks Merchant Service account. Otherwise, go to Step 10.

Click "Save & Close" to save the payment and close this screen or "Save & New" to save the payment and record another.

Items you will need

About the Author

Allen Moore's career includes awards in poetry and creative fiction, published lyrics, fiction books and nonfiction articles as well as a master certification in automotive service from the Ford Motor Company. Moore is a contributing writer for RF365.com and various other websites, a ghostwriter for Rainbow Writing and has over a dozen works of fiction currently in print.