---
title: "Using QuickBooks to Receive Credit Card Payments (Deposits)"
slug: "using-quickbooks-to-receive-credit-card-payments-deposits"
tags: ["Language - English", "Area - Integrations", "Area - AR and Collections", "Industry - Landscaping", "Type - Task (How-To)", "Role - Accountant (AR)", "Skill Level - 2 (Intermediate)", "Skill Level - 3 (Advanced)"]
updated: 2026-06-16T15:43:03Z
published: 2026-06-16T15:43:03Z
canonical: "guide.youraspire.com/using-quickbooks-to-receive-credit-card-payments-deposits"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using QuickBooks to Receive Credit Card Payments (Deposits)

## **🧠Purpose**

This guide provides step-by-step instructions on how to properly use QuickBooks to receive credit card payments, process transactions accurately, and ensure seamless integration with Aspire for reconciliation.

## **Setting Up QuickBooks for Credit Card Payments**

If you are accepting credit card payments through QuickBooks, you will need to create an additional General Ledger Account in your Chart of Accounts and an additional Item in your Item List:

- Create/Add a *Bank* account called Credit Card Deposits in the *Chart of Accounts*.
- Create a new item in your item list called Credit Card Deposits. The type of item will be Other Charge and the account to map it to will be the Credit Card Deposits Bank (GL) Account.

### **How to Process the Transactions in QuickBooks**

- Create an Invoice for the customer paying by credit card.
- Choose the *Item* called Credit Card Deposits in the invoice and enter the dollar amount you want to charge your customer (e*nter the entire amount as one lump sum).*
- Save and close the invoice.

📌Note: This transaction will debit the *Accounts Receivable* record for the customer and credit the *Credit Card Deposits Account*.

|  | Debit | Credit |
| --- | --- | --- |
| Account Receivable Customer Acct. | XXX.XX |  |
| Credit Card Deposit Bank Acct. |  | XXX.XX |

- Process the credit card payment as you normally would in *QuickBooks*.
  - Go to *Receive Payments*
  - Enter the Customer Name
  - Select the Invoice that you just created using the above steps.
  - In the *Deposit to* space, choose the Credit Card Deposits bank account.
  - Process the credit card Payment.
  - Save and close.

📌Note: This transaction will debit the *Credit Card Deposit Bank Account* and credit the *Accounts Receivable* record for the customer .

|  | Debit | Credit |
| --- | --- | --- |
| Credit Card Deposit Bank Acct. | XXX.XX |  |
| Account Receivable Customer Acct. |  | XXX.XX |

### 

📌 Note: Once you complete both of these transactions in QuickBooks, the balance in both accounts — *Accounts Receivable* and *Credit Card Deposits* — will be zero.

### **How to Process Credit Card Payments in Aspire**

- Create an invoice for the customer.
- Process the payment received in QuickBooks into Aspire. Use the Credit Card payment method and apply it to the invoice.
- Once the payment is received into Aspire, you'll generate a Deposit and send it to QuickBooks. This Deposit will sync to the Bank Account used for all of your deposits in QuickBooks Desktop and will sync to *Undeposited Funds* in QuickBooks Online.

📌 Note: This transaction will debit the *Bank Account* and credit the *Accounts Receivable* customer.

|  | Debit | Credit |
| --- | --- | --- |
| Bank Account | XXX.XX |  |
| Account Receivable: Aspire System |  | XXX.XX |