QuickBooks Settings
In simple words
QuickBooks Settings connects your Console to your QuickBooks account, so customers can pay online by credit card or ACH. They can pay on an order, or directly from a quote. You receive the money without preparing an invoice by hand or making follow-up calls.
The problem it solves
The gap between "yes, I will take it" and "payment received" is where orders are lost. Manually, someone has to prepare the invoice, send it and then follow up. Each step adds days, and for large kitchen orders those days cost you money.
What happens without it
| If you do not accept online payments | What it means for your business |
|---|---|
| Invoices are prepared and sent by hand | 10–15 minutes per order, and the customer waits before they can pay |
| Payment is followed up by phone and email | Days or weeks of follow-up for every order |
| Card details are taken on the phone | Staff time, typing mistakes and unnecessary risk |
| No ACH option | You pay card charges even on large trade orders |
| Payments are matched manually | Hours every month, and differences with accounts |
| The customer cannot pay from the quote | The customer's interest cools down between accepting and paying |
Time you save
| Task | The manual way | With QuickBooks payments | You save |
|---|---|---|---|
| Collect payment on an accepted quote | Prepare an invoice, send it, follow up — several days | The customer pays from the quote or order | Days per order |
| Take a card payment | Call, note the details, enter them — 10–15 min | The customer pays online | 10–15 min per payment |
| Reduce charges on a large order | Only card payment is possible | Offer ACH | Lower charges on every large order |
| Match the day's payments | Check receipts one by one — 30–60 min | Payments are recorded against the order | 30–60 min a day |
| Handle a failed payment | You find out late and call the customer | Retry the payment from the order | Money recovered, days sooner |
| Stop online payments temporarily | No clean way to stop | Deactivate the connection | Immediate control |
Your process, before and after
Quote accepted → someone prepares an invoice → email → follow-up → cheque or card call → manual matching. Several days and several people.
Quote accepted → the customer clicks and pays → the payment is recorded against the order. Your accounts team only has to check the entries, not chase the money.
Payment settings are sensitive. Please give access only to accounts and admin roles using Staffs Management, and test in the sandbox environment before going live.
Who uses it
- Accounts team — owns the connection and the reconciliation
- Admin — connects, activates and deactivates
- Sales team — benefits, because customers can pay immediately
When to use it
- At the start, before you accept online payments
- When you reconnect or change the QuickBooks account
- When you want to stop online payments for some time
- When a payment fails and you need to check the reason
What each part does for you
| Part of the screen | How it helps you |
|---|---|
| Connect to QuickBooks | Enables online payments |
| QuickBooks Credit Card | Convenient for smaller and retail orders |
| QuickBooks ACH | Lower charges on large trade orders |
| Activate and deactivate | You control when online payment is available |
| Connection status banner | You see a problem before your customer does |
| Environment and redirect URL settings | Safe testing before going live |
| Troubleshooting section | Fewer support tickets when a payment fails |
Step-by-step guide
See QuickBooks Settings.