How to Receive Payments in QuickBooks Online: A Step-by-Step Guide

Emily Jett
Aug 11, 2025
2 min read

If you run a small business, you know that getting paid on time is critical for keeping cash flow healthy. QuickBooks Online (QBO) makes it simple to record customer payments, match them with invoices, and keep your books accurate.

In this guide, I’ll walk you through exactly how to receive payments in QuickBooks Online—whether they’re paid by cash, check, credit card, or through QuickBooks Payments.

Step 1: Open the Receive Payment Window

From the Dashboard, click the + New button in the left-hand menu.
Under the Customers section, select Receive payment.

This opens the Receive Payment form, where you’ll enter the payment details.

Step 2: Choose the Customer

In the Customer dropdown, select the customer who made the payment.
When you choose a customer with outstanding invoices, QuickBooks will automatically display them for you to select.

Step 3: Select the Invoice

Check the box next to the invoice (or invoices) you’re receiving payment for.
If the payment is partial, just adjust the amount in the Payment column.

Step 4: Enter Payment Details

Payment method: Choose Cash, Check, Credit Card, Bank Transfer, or another method you’ve set up.
Reference no.: If you received a check, enter the check number.
Deposit to: Select the account where the payment will go—typically Undeposited Funds (if you’ll group payments later) or Checking Account (if it’s going directly to the bank).

Step 5: Save the Payment

Once all details are correct:

Click Save and Close if you’re done.
Click Save and New if you want to enter another payment right away.

Step 6: For QuickBooks Payments Users

If you have QuickBooks Payments enabled:

You can send your customers a payment link directly from the invoice.
When they pay online, QuickBooks automatically records the payment and matches it to the invoice.
Funds are deposited directly into your bank account, usually within 1–2 business days.

Step 7: Match Payments in Bank Feeds

If you connect your bank account to QuickBooks Online:

Go to the Banking tab to review transactions.
When QuickBooks finds a match between the payment you recorded and the deposit in your bank feed, simply click Match.

Pro Tips for Recording Payments in QBO

Always match, never duplicate: Make sure you’re not recording the payment twice—once manually and once from the bank feed.
Keep Undeposited Funds clean: Regularly group and deposit payments in QuickBooks to match your bank statements.
Use payment reminders: Automate polite payment reminders to help reduce late payments.

Final Thoughts

Receiving payments in QuickBooks Online is straightforward once you know the steps. By recording payments promptly and accurately, you keep your books up to date, simplify your reconciliations, and maintain a clear financial picture for your business.

If you’d like more QuickBooks tutorials, be sure to subscribe to my YouTube channel where I walk you through bookkeeping tips step-by-step.