QuickBooks Billing Solutions

Q: What is QuickBooks Billing Solutions?
A: QuickBooks Billing Solutions is a service that helps businesses get paid faster and service their customers better by simplifying the billing process and, when combined with QuickBooks Merchant Service, allowing them to be paid online. Learn more about QuickBooks Billing Solutions.

Q: How do I sign up for Billing Solutions?
A: To sign up for Billing Solutions, go to the Customers menu, select Billing Solutions and then Sign Up Online. You can also sign up when you're e-mailing an invoice from QuickBooks.

Q: Can I use Microsoft Outlook, Outlook Express and Windows Mail to e-mail invoices for payment with QuickBooks Billing Solutions?
A. Yes, starting with QuickBooks 2008, you can send invoices enabled for online payment with QuickBooks Billing Solutions using Outlook, Outlook Express and Windows Mail. Your customer will be able to pay these invoices using the online Customer Account Center. Once your invoice has been paid, you may directly download this payment into QuickBooks.

Q: What is the Billing Solutions customer support phone number?
A: The customer support number is (800) 268-9065. Support will answer any questions related to the Billing Solutions service and the call is free if you are a QuickBooks Billing Solutions customer.

Q: How do I access the Billing Solutions options?
A: Billing Solutions offers an array of easy-to-use options. From the Customers menu select Billing Solutions and then select Set Online Options. From the Billing Solutions Options page in QuickBooks, you can set up preferences for all Billing Solutions features. For example, you can turn Payment Reminders on and off, set preferences for when and how you want to notify customers of invoices that are past due, and more. Note: Certain options are only available when using QuickBooks e-mail with QuickBooks Billing Solutions. Learn more about Billing Solutions.

Q: How much does the service cost?
A: The fee for this service is $14.95 per month. Get detailed pricing information.

Q: How does the online Customer Account Center work?
A: The online Customer Account Center is a password-protected Web page where your customers can login to view their invoices and billing history. Your customers can access the online Customer Account from links in e-mailed invoices or statements and from a unique Web address provided on printed invoices. When your customers first access the Account Center they will be invited to create a login and password. If you combine the QuickBooks Merchant Service with Billing Solutions then your customers can also make credit card payments online and view their payment history. Learn more about the Customer Account Center.

Q: What are Payment Reminders?
A: This feature gives you an easy way to remind customers by e-mail to pay their invoices based on the due date and your defined grace period (before or after the due date). That means more timely payments from your customers and less hassle for you. Note: Reminders are only available when using QuickBooks e-mail with QuickBooks Billing Solutions. Learn more about them.

Q: What is the E-mailed Forms Tracking feature?
A: This feature allows you to determine whether or not your customers have viewed the invoices you have e-mailed. Billing Solutions keeps all communication between you and your customers confidential. Only your company sees this information. The first time you send an invoice, information on the e-mail you send will help notify your customers of this tracking capability. There are many more aspects to the tracking feature. Note: E-mail tracking is only available when using QuickBooks e-mail with QuickBooks Billing Solutions. Learn how to track invoices.

Q: Why do I need to synchronize QuickBooks?
A: You need to synchronize QuickBooks to keep the Billing Solutions service up-to-date which ensures the service functions correctly and your customers see accurate information in the online Customer Account Center. You must synchronize in order for you to get accurate payment reminders, and for your customers to see accurate billing and payment history and information.

Q: How do I ensure my online Billing Solutions information matches information in QuickBooks?
A: You can easily update this information by using the Synchronization tool. To make sure information is up-to-date, you should synchronize after you make changes to your invoices, and/or receive a payment in QuickBooks. You can do this by selecting Synchronize under Billing Solutions (Online Billing in QuickBooks 2002-2003) in the Customers menu. Note: QuickBooks automatically synchs with the Account Center when you send an e-mail message. Learn more about matching Billing Solutions to QuickBooks.

Q: How can I notify my customers about the options they'll have once I sign up?
A: To make the transition smooth for your customers, contact them first to tell them about the new options available to them. Inform your customers when the options will be available and how they will benefit. For example, you could mention that they will be able to view their past history, open invoices, even pay online (if you enable this option by signing up for the QuickBooks Merchant Service, in addition to Billing Solutions). And tell them to watch for e-mails from you. Learn how your customers will interact with Billing Solutions.

Q: How do I customize invoices with my logo?
A: The same way you always have in QuickBooks. QuickBooks version 2003, and later, generates a PDF that is an exact copy of the invoice form you typically use.

Q: Can I e-mail forms from QuickBooks without signing up for Billing Solutions?
A: Yes. You can e-mail invoices, statements, estimates, sales receipts, credit memos, sales orders, purchase orders, and reports for free from QuickBooks. To e-mail, you just need to create a login. You will be walked through the set-up the first time you try and e-mail.

Q: How does QuickBooks Billing Solutions protect my online data?
A: All data transmitted to the QuickBooks Billing Solutions'servers uses SSL encryption. The data is protected behind high-security firewalls, regularly backed up, and all servers are monitored around the clock for proper operation.

Q: How does the online payment feature work?
A: The online payment option is available when QuickBooks Billing Solutions is combined with QuickBooks Merchant Service. With QuickBooks 2006, any invoice can be paid online (previously only e-mailed invoices could be paid online). To let your customers pay online you need to check the Allow Online Payment checkbox in the Invoice window in QuickBooks. When an invoice is sent by QuickBooks e-mail the customer clicks the Pay Online button directly inside the e-mail. When an invoice is sent by Microsoft Outlook the customer clicks the link to the pay invoice directly inside the e-mail.  This takes them to the online Customer Account Center to view their invoices and make a credit card payment. When an invoice is sent by mail, fax, or the QuickBooks Mailing Service the customer is provided with a Web address indicating the invoice can be paid online. The customer can access the online Customer Account Center by typing the Web address into a browser. The online Customer Account Center is a Web site hosted by Intuit and the Web address can be modified in QuickBooks. Learn more.

Q: Is there a fee for using the online payment feature?
A: Yes. There are additional fees associated with accepting credit cards through the QuickBooks Merchant Service. Learn more.

Q: Tell me more about the QuickBooks Merchant Service.
A: The QuickBooks Merchant Service is the only merchant service that is integrated with your QuickBooks software (2002 and up). With this service you can process all major credit cards directly in QuickBooks, reducing data entry.  Learn more about the QuickBooks Merchant Service.

Q: Once I've signed up for online payment, can I disable it for individual invoices?
A: Yes. Simply clear the Allow Online Payment checkbox when creating an invoice or statement.

Q: I just checked the box to Allow Online Payment and then I printed an invoice. Why is QuickBooks asking me when I want to send the invoice to the Customer Account Center?
A: In order for your customers to pay invoices online, the invoices must be sent (uploaded) to the online Customer Account Center. This happens automatically when you e-mail invoices or send them through the QuickBooks Mailing Service. However, when you print invoices the upload process happens after you print or send. After you print an invoice (that is set to Allow online payment) QuickBooks gives you the option of uploading the invoice to the online Customer Account Center immediately, or at a later time. At this time you can also select to make this behavior a preference so that you will not receive this prompt in the future. If you choose to perform the upload at a later time, you must return to QuickBooks and synchronize in order to complete the upload.

Q: My invoices are getting sent to the online Customer Account Center every time I print them. I want to send them later by manually synchronizing QuickBooks. How can I change this behavior?
A: You can change this behavior by going to QuickBooks preferences. Select the Edit menu, then select the Preferences menu item. Scroll through the preference headings on the left and select Send Forms. Under the My Preferences tab, you can choose your default behavior.

Q: How do I modify the Web address for the Customer Account Center that is appearing on my printed invoices?
A: You can modify this payment Web address by going to the Billing Solutions Options page (in QuickBooks go to the Customers menu, select the Billing Solutions menu item, select Set Options Online). In the Customer Account Center section, select Change Web address where customers pay online. On this page, please click the link to read the tips before modifying the Web address.

Q: How do I remove an invoice from the online Customer Account Center?
A: In order to remove an invoice from the online Customer Account Center you must first void the invoice, delete the invoice, or mark it pending. All these options are available under the Edit menu. Now, to remove the invoice from the online Customer Account Center you must synchronize QuickBooks. Do this by going to the Customers menu, select the Billing Solutions menu item, and select Synchronize Changes.

Q: I want to make changes to an invoice that was previously e-mailed. I want to make sure my customer sees these changes when they go online to view and pay their invoices. How do I make sure the invoice appears in the online Customer Account Center?
A: Make the changes to the invoice and save it. When you save the invoice, QuickBooks will prompt you if you want to send the invoice again. The Customer Account Center will get updated whether or not you send the updated e-mail to your customer. To ensure the Customer Account Center is updated you must synchronize QuickBooks. Do this by going to the Customers menu, select the Billing Solutions menu item, and select Synchronize Changes.

Q: I created an invoice and set it to allow online payment but I changed my mind and I don't want my customer to pay this particular invoice online. How can I make that change?
A: If you don't want the customer to pay this particular invoice online, then you need to remove it from the online Customer Account Center. In order to remove an invoice from the online Customer Account Center you must first void the invoice, delete the invoice, or mark it pending. All these options are available under the Edit menu. To remove the invoice from the online Customer Account Center you must synchronize QuickBooks. Do this by going to the Customers menu, select the Billing Solutions menu item, and select Synchronize Changes.

Q: Can I set a default for the Allow online payment checkbox on the invoice form? What determines if that box is checked or not?
A: There is no default setting for the Allow online payment checkbox on the invoice form. It is always in the same state (checked/not checked) as the most recent (new) invoice that you saved. In other words, if the last invoice you created (and saved) was set to Allow online payment, then the box will also be checked if you go to create a new invoice.

Q: What is the Mailing Service feature?
A: The Mailing Service feature (available in QuickBooks 2006 and higher) allows you to send invoices by US mail directly from QuickBooks. Learn more about the Mailing Service.

Q: How does the Mailing Service feature work?
A: In QuickBooks 2006 and higher, simply fill out an invoice in QuickBooks, then click the Send or E-mail button at the top of the invoice form. Make sure the Mail through QuickBooks radio button is selected, then click Send Now. Your invoice is sent to a professional mailing service that prints each invoice and attaches a remittance stub to the invoice. The professional mailing service then folds, stuffs (including a return envelope), and stamps your invoice, and mails it via the U.S. Post Office. You can send yourself a free sample from the Send Invoice window noted above. Learn more about the mailing feature.

Q: If I have a QuickBooks Merchant account, can my customers pay invoices online that I mail through the QuickBooks Mailing Service?
A: Yes, with QuickBooks 2006 any invoice can be paid online regardless of the delivery method. Simply check the Allow online payment checkbox on the invoice form. Then send the invoice to the Mailing Service as described above.

Q: How do I know my invoice was mailed?
A: In most cases, your invoice will be mailed the same or next business day. However, if there is a problem, you will be notified in three ways: (1) via an email; (2) an error message on the Company Navigator page; or (3) when you check your account activity from the Billing Solutions drop-down menu. Learn more about tracking invoices.

Q: What if I want to mail internationally?
A: International mail is not available at this time, but Intuit plans to add the features that customers want most over time.

Q: Will my mailed invoice look professional?
A: Yes. The printed invoice will faithfully reproduce your invoice, including the fonts, images, graphics, and layout of the invoice you created in QuickBooks. In addition, a remittance stub will be added that has accurate addresses based on U.S. Post Office information as well as a remittance envelope to make it easier for your customers to pay. Please note the invoices as well as remittance will be printed in black and white (gray scale) tones. Learn how to professionalize your invoices.

Q: Up until what point can I edit my invoice?
A: An invoice can be edited up until the point that it is e-mailed or sent to the professional mailing service. Once the invoice has been forwarded, its format is fixed. However, the professional mailing service may fix the address for you based on their U.S. Post Office database. Learn how to edit your invoices.

Q: I think I sent duplicate invoices to the Mailing Service, what should I do?
A: If you think you might have sent duplicate invoices to the Mailing Service please call customer service (800) 268-9065 and they can check for you and cancel the invoices and/or credit your account as appropriate.