How to Receive ACH Payments in QuickBooks Online

To receive ACH payments in QuickBooks Online, first enable QuickBooks Payments, then send invoices with the bank transfer option checked. Customers enter their bank account details and pay, and you can track the status until the payment clears (2–5 business days). Finally, match the ACH deposit in your bank feed to keep records accurate. This process lowers fees compared to credit cards and ensures smooth cash flow.

Enable ACH Payments in QuickBooks Online

Before you can receive ACH payments, you must activate QuickBooks Payments. This allows QuickBooks Online to process electronic bank transfers.

1. Log in to QuickBooks Online.
2. Go to Settings (⚙️) in the upper right corner.
3. Select Account and Settings.
4. Open the Payments tab.
5. Click Learn More and apply for QuickBooks Payments (if not already set up).
6. Once approved, ACH payments will automatically be enabled as a payment option.

Example: If you run a service-based business like plumbing, once QuickBooks Payments is active, you can send invoices that include a “Pay by Bank Transfer (ACH)” button.

Create an Invoice with ACH as a Payment Option

After enabling ACH, you need to ensure that customers can select it when paying invoices.

1. From the left menu, go to + New → Invoice.
2. Enter the customer details and invoice items (services, products, or labor hours).
3. Scroll down to Payment Options.
4. Check the box for Bank Transfer (ACH).
5. Save and send the invoice to your customer.

Example: You send a $2,000 invoice for electrical work. The invoice email will include a link where the customer can pay via ACH.

Customer Pays via ACH

When your customer receives the invoice:

• They click the “Review and Pay” button in the invoice email.
• They select Bank Transfer (ACH) as their payment method.
• They enter their bank account information (routing number and account number).
• They authorize the payment.

QuickBooks will notify you that the ACH payment is “processing.”

Track ACH Payment Status in QuickBooks

ACH payments are not instant—they usually take 2–5 business days to clear. QuickBooks lets you track the status directly.

1. Go to Sales → Invoices.
2. Locate the invoice.
   
   • If it says Paid, the ACH cleared successfully.
   • If it says Processing, funds are on the way.
   • If it says Failed, the customer’s bank declined the payment (e.g., insufficient funds).

Tip: Always confirm payment status before scheduling jobs or delivering large orders.

Match ACH Payments in Bank Feed

Once the ACH clears, the funds will appear in your QuickBooks Payments bank deposit. To keep records accurate:

1. Go to Banking → Bank Transactions.
2. Find the ACH deposit.
3. Click Match to connect it with the correct customer invoice.

This ensures that your books stay reconciled and you don’t double-count revenue.

Common Issues with ACH Payments in QuickBooks

Even with a smooth system, ACH payments may run into challenges. Here’s how to handle them:

Bonus Tip: Use DepositFix with QuickBooks for ACH Efficiency

If you want to streamline ACH payments further, consider DepositFix’s integration with QuickBooks. With DepositFix you can:

• Collect ACH payments directly through branded forms.
  
• Sync payments with QuickBooks Online automatically.
• Reduce manual data entry and errors.
• Improve customer experience with easier checkout.

Example: Instead of emailing each invoice separately, you can set up a payment page with ACH enabled through DepositFix, and all payments sync back to QuickBooks instantly.