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WhiteCar
October 5, 2023
Question

Card Reader Options for Quickbooks Online

  • October 5, 2023
  • 2 replies
  • 0 views

Hello all, I am looking to upgrade my current magstrip card reader with one that will accept EMV, tap, Apple Pay, etc. I only do at-business transactions - I don't need to accept mobile payments. I use QBO w/ Quickbooks Payments. Here's how I currently do it:

 

I have a very basic magstrip reader that is connected to the desktop. When a customer is paying via CC:

 

1. I open their invoice and select "Receive payment"

2. Then use the drop-down to select "Credit Card"

3. Then select "Enter credit card details"

4. Then select "Swipe card"

5. I swipe the card on my magstrip, QBO recognizes it, I process the transaction, then it automatically applies the payment towards the selected invoice.

 

This has been a super easy way to do it for me for the past ~10 years. But now I want to offer more options for my customers. I am interested in the QB Reader, but my concern is the need to use it through the QuickbooksGo mobile app. This means that whoever is processing the transaction must have the app. So if I'm not in the office and need one of my guys to bill out a customer, they'll need to have the app as well. And in the industry I'm in, I feel it's a bit unprofessional to have the client sign my cell phone.

 

Another thing to add: most payments I accept are deposits rather than a payment-in-full. The invoices are normally of larger amounts ($5k-$100k). For example, $25k to start the job and $25k final payment upon job completion - both payments applied towards the same $50k invoice.

 

My questions:

1.) Can I use the QB Card Reader in the same fashion I'm using my current magstrip? So that it just links to my QBO without the need for the app.

 

2.) If not, is there any other card reader out there that will be a direct replacement for my current magstrip (I got this one on Amazon many years ago) that will accept EMV, tap, etc. and integrate with QBO?

 

3.) Is there another solution I'm not thinking of?

 

Thanks!

    2 replies

    J
    JamaicaA
    October 5, 2023

    Welcome to Community space, @WhiteCar. I'd like to thank you for using QuickBooks and Magstripe card reader when processing business transactions for ten years. I'm here to help you decide which one you can upgrade to offer more options for your customers.

     

    For your first question, QuickBooks Card Reader accepts EMV chip cards and contactless payments via Apple Pay, Google Pay, and Samsung Pay. However, you need the QuickBooks GoPayment app or QuickBooks Online mobile app since it works via Bluetooth. Since Magstripe uses a micro-USB cable, you cannot use the QuickBooks Card Reader. It will only work through a USB-C cable.

     

    Regarding your second question, there are various types of card readers available. Aside from the QuickBooks Card Reader, there are QuickBooks GoPayment Chip and Magstripe, and QuickBooks GoPayment All-in-one. All these require an app to function. You can refer to this article for more information about their features and operating systems:  QuickBooks Payments card reader features and compatibility.

     

    Lastly, please note that we are unable to suggest which card reader would be the best fit for you. What we can do is aid you in any payment or invoice tasks.

     

    I'm adding this guide as your reference to take payments and tip amounts conveniently: Process payments with the QuickBooks Card Reader.

     

    This will enable you to decide which card reader you want to upgrade to. If you have any further questions regarding payment tasks, please feel free to ask. I am here to assist you.

    W
    WhiteCarAuthor
    October 5, 2023

    Thanks for the reply. I have a few questions:

     

    1.) I'm unable to find a single article/video demonstrating someone using the QB Card Rear the way I intend to. The only things I can find are people creating small, one-product invoices on the GoPayments app and accepting payment-in-full for it (i.e. produce, handbags, etc.).

     

    NOTE: I am creating detailed, intricate, parts-and-labor invoices and customers are rarely paying-in-full.

     

    Will I need to create an invoice on the mobile app every time I need to accept a payment? I currently create invoices on QBO via a desktop computer. I do have the QBO mobile app, so can I open the app, select an invoice that is already created, and accept a payment towards it that way?

     

    2.) Can I replace my Magtek Dynamag with something like the Magtek tDynamo? It plugs into the computer the same way as my current Dynamag, but accepts EMV, NFC, etc.

    JenoP
    JenoP
    October 5, 2023

    I'd like to welcome you back and answer your questions about using card reader and receiving payments, WhiteCar.

     

    You can create on both platforms since the data will automatically sync between the web version and in the mobile app. This means that if you created the invoice on your desktop computer, it will also show up in the app once you open it or refresh the system. 

     

    You can refer to this article as a guide: See Your Latest Data in the QuickBooks Online App.


    For partial payment, you may consider recording it as a deposit. Then, apply the deposit to the invoice once the full payment is received. Here's how:

     

    1. Open the GoPayment app.
    2. Tap the Plus (+) and select Customer payment.
    3. Select the customer or select Plus (+) to add their info.
    4. Choose Add charge amount and enter the amount.
    5. Tap the Charge $ button.
    6. Select the payment method: Card reader, Key in card, Cash, or Check.
      If you select Card reader, follow the steps based on the card type:
      • Credit cards with EMV chips: Put the card in the slot with the chip facing downward. The magnetic strip should face the customer. Then tap Charge.
      • Credit cards you swipe: Slide the card across the slot on the back of the reader. The magnetic strip should face the customer. Then tap Charge.
      • Apple Pay, Google Pay, and Samsung Pay: If you have the All-in-one Bluetooth Card Reader, you can process mobile payments. Ask customers to tap their device to the front of the reader. Then tap Charge.
      • If you don't have a card reader, select Key in card and enter the info manually. Then tap Charge.
    7. When you're finished with the form, select Tender Done.
    8. After the transaction finishes, select Send to email or text the receipt.

     

    Once you're ready to close the invoice, apply their credit to pay for the invoice.

     

    With regards to your second follow-up question, It depends if the hardware accepts or supports EMV connection. While we can't specifically recommend a card reader, I would suggest reaching out to our support team for QuickBooks Payments for more information about this. 

     

    Please go to this article to get their contact details: Contact Payments or Point of Sale Support.

     

     


    As usual, please don't hesitate to contact us if you require assistance when processing payments and working in QBO. Our forum is accessible and prepared to provide guidance and support whenever you need it.

    F
    frogprintz
    August 19, 2024

    I want to do the same.  It is not possible and it does not make sense.  I have had to do a work around, which is ridiculous, but is better than handing someone your phone.  W got a large tablet and loaded it on there.  Now we use the QB reader with that.  Works well.  IT IS NOT A FIX it is a work around until someone realizes that the app is not a solution and they need take care of the bulk of their customers using QB at their place of business, and having to have a whole "Other system" to simply save the fees or be punished.

    Clark_B
    Clark_B
    August 19, 2024

    Having issues regarding card reader options for QBO will surely delay your working progress, @frogprintz.

     

    I appreciate all your efforts in dealing with this and I understand how hard it must be for you. At the moment, card reader options for QBO require an app to function. For now, I encourage you to share your experience and suggestions through our feedback channel. Our product developers are open to suggestions to improve our products and meet our customer's business needs.

     

    Here's how:

     

    1. At the upper right corner, click the Gear icon.
    2. Under the Profile, select Feedback.
    3. Enter your comments or product suggestions.
    4. Then, choose Next to submit a feedback.

     

    For reference, check this article: Submit feedback.

     

    I'm adding this guide as your reference to take payments and tip amounts conveniently: Process payments with the QuickBooks Card Reader.

     

    Your thoughts and opinions matter to us. If you have any other concerns about the card reader, please tag me in the comment section, @frogprintz. I'll assist you in any way possible.

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