Editor's Note: Intuit recently released its QuickBooks Desktop 2023 line-up. Murph has been evaluating various pre-release versions of these products for almost a year, spending hours communicating with Intuit personnel so we can help you learn about the new products. This is the fifth in our series of individual product articles intended to provide additional content to what can be found in our QuickBooks Desktop 2023 Product Summary.
About Enhanced Payment Links
QuickBooks Desktop Payment Links1 are not new to the 2023 product line; Intuit released them as part of its QuickBooks Desktop 2022 enhancements and has made several improvements over the past year.
Payment Links serve as a way to send a payment request to a customer and accept money. What's being formally introduced with the new product release of QuickBooks Desktop 2023—when users have an active QuickBooks Payments2 account—is an enhancement that enables users to send payment links apart from any accounts payable form.
While QuickBooks Desktop users still can create and send a payment link (trackable within QuickBooks) and accept payments or deposits, they now can do so without needing any form/invoice (or other transactional forms) because they can directly link those payments/deposits to their customer.
This means QuickBooks users can send Payment Links for immediate payments without a sales receipt, or to take an upfront cash deposit or retainer toward work or products to be delivered in the future.
Users also can, with the enhanced Dashboard, keep track of all Payment Links and their payment statuses and follow up on any existing links by sending a reminder of an outstanding Payment Link.
Using Payment Links for QuickBooks Desktop
Payment links are only for single use with a single customer. Therefore, you must create a new Payment link for any new customer payment request you wish to send.
Sending a Payment Link in QuickBooks Desktop
(1) Open your QuickBooks Desktop Company file
(2) Go to the Customers menu
(3) Choose Payment Links; the Create and send payment link window will open
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
(4) Enter the Amount
(5) Enter What the payment is for (a brief description)
(6) In the To field, select an existing customer from the drop-down, or add a new customer
(7) Enter the customer's email
(8) Toggle to set the appropriate payment methods (Credit cards or Bank transfers)
(9) Click Send payment link
- QuickBooks sends an email containing the requested payment details and a pay button to your customer and confirms the Payment link has been emailed (see below)
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
- You'll receive a confirmation email along with a copy of the Payment link to your email
- You can share the auto-generated link with your customer via text message or whatever messaging method you prefer
When Customers Receive a Payment Link
When your customer selects the link, they enter their payment details as if they were paying an invoice.
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
- Customers can NOT change the amount or pay partially
- After they submit payment, a receipt is automatically generated
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
Viewing Payments Links from the Dashboard
QuickBooks users can keep track of all Payment Links and statuses from the enhanced Dashboard.
(1) With your QuickBooks Company file open, select the Payment links icon on the Home Page to view the Payments Links Dashboard
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
(2) Under the Action column, you can View any Payment Link. You can also Edit or Delete Payment Links anytime before payment
(3) You may Send reminders to your client for any unpaid Payment Link from the available actions
(Note: Your new dashboard experience may appear different than the one depicted above which depicts the Pre-release version of QuickBooks Desktop 2023 the Author used in writing this article.)
Managing Client Payment Link Payments
Payments made through Payment links appear as customer credits within QuickBooks. Nothing changes in your books until you apply those credits.
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
(1) Go to Merchant Service Payments on the Home Page to reconcile customer payments against an invoice for the customer
Source: Images created from a Pre-release version of QuickBooks Desktop 2023 with test payments subscription courtesy of Intuit.
(2) To reconcile Payment Link transactions in Transactions pending deposit of Merchant Service Deposits, verify the date, payment type and amount
(3) Enter the Customer (if needed) before you Add payment from the Action column for the transaction
Availability
This enhanced Payment Link functionality will be available to all QuickBooks Desktop 2023 users, Pro/Premier Plus, all QuickBooks Enterprise (v 23), and all QuickBooks Accountant versions in the US; however, Send Payment Links requires an active QuickBooks Payments2 account.
To learn more about this QuickBooks 2023 Desktop feature:
Please attend our September QB Talks webinar, scheduled for 2 p.m. (EST), Sept. 21, 2022. Here, Laura Madeira will bring you "A First Look at QuickBooks Desktop 2023." Laura develops this year's QuickBooks Desktop training content and exam materials for Intuit, so nobody is more knowledgeable about the new features. You can REGISTER HERE for the webinar.
Footnotes
1 -QuickBooks Desktop Payment links require a QuickBooks Payments account and are subject to the same pricing terms, including card-swiped fees, card-keyed fees, bank transfer/ACH fees, and check transaction fees. See important payment link information in the QuickBooks Desktop Payment Links Terms of Service.
2 - QuickBooks Payments accounts subject to eligibility criteria, credit, and application approval. See Important Info, Pricing, Acceptable Use Policy, and Merchant Agreement. Feature access may require the latest QuickBooks release (R) update.
Disclosures
Materials within this feature, including graphic illustrations, were developed from various pre-release versions of QuickBooks Desktop 2023. Therefore, the final product version you may acquire may appear, act, or be functionally different from that illustrated or described herein.
Portions of this feature have been adapted from Intuit QuickBooks Desktop 2023-related content and QuickBooks Payments related source materials. All such Intuit resources were adapted by Insightful Accountant solely for educational purposes.
As used herein, QuickBooks, QuickBooks ProAdvisor, QuickBooks Payments, and QuickBooks Desktop (products) refer to one or more registered trademarks of Intuit Inc.; a NASDAQ publicly traded "INTU" corporation, headquartered in Mountain View, California (USA).
Any or all other trade names used herein, including any other vendor (app/software) products discussed within this article, may be registered, trademarked, or otherwise held by their respective owners and are hereby acknowledged. They have been referenced for informational and educational purposes only.
This is an editorial feature, not sponsored content. None of the vendors within this article have paid Insightful Accountant or the Author any form of remuneration to be included within this feature. This article is provided solely for informational and educational purposes.
The publication of this article does not represent any form of endorsement by either the Author or Insightful Accountant.
Note: Both Registered Trademark ® and Copyright © symbols have been eliminated from the articles within this publication for brevity due to the frequency or abundance with which they might otherwise appear or be repeated. Every attempt is made to credit such trademarked products or copyrighted materials within our respective article footnotes and disclosures.
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