Intuit Billing Manager

Frequently Asked Questions

• About QuickBooks Billing Solution

  What is QuickBooks Billing Solution?

  QuickBooks Billing Solution 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 (sold separately), allowing them to be paid online.

  How do I sign up for Billing Solution?

  To sign up for Billing Solution, 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.

  Can I use Microsoft Outlook, Outlook Express and Windows Mail to e-mail invoices for payment with QuickBooks Billing Solution?

  Yes, starting with QuickBooks 2008 (Simple Start, Pro and Premier 2008, Enterprise Solutions 8.0, QuickBooks Credit Card Processing Kit 2008 or higher and QuickBooks Invoice Manager 2008 or higher), you can send invoices enabled for online payment with QuickBooks Billing Solution using Outlook (2003), Outlook Express (2003) 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

  What is the Billing Solution customer support phone number?

  The customer support number is (800) 268-9065. Support³ will answer any questions related to the Billing Solution service and the call is free if you are a QuickBooks Billing Solution customer.

  How do I access the Billing Solution options?

  Billing Solution offers an array of easy-to-use options. From the Customers menu select Billing Solution and then select Set Online Options. From the Billing Solution Options page in QuickBooks, you can set up preferences for all Billing Solution 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 Solution.

  How much does the service cost?

  The fee for this service is $14.95 per month plus per transaction fees for mailed invoices.

  How does the online Customer Account Center work?

  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 (sold separately) with Billing Solution then your customers can also make credit card payments online and view their payment history.

  What are Payment Reminders?

  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 Solution.

  What is the E-mailed Forms Tracking feature?

  This feature allows you to determine whether or not your customers have viewed the invoices you have e-mailed. Billing Solution 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 Solution.

  Why do I need to synchronize QuickBooks?

  You need to synchronize QuickBooks to keep the Billing Solution service up-to-date which helps ensure 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.

  How do I ensure my online Billing Solution information matches information in QuickBooks?

  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 Solution in the Customers menu. Note: QuickBooks automatically synchs with the Account Center when you send an e-mail message.

  How can I notify my customers about the options they'll have once I sign up?

  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 Solution). And tell them to watch for e-mails from you. Learn how your customers will interact with Billing Solution.

  How do I customize invoices with my logo?

  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.

  Can I e-mail forms from QuickBooks without signing up for Billing Solution?

  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.

  How does QuickBooks Billing Solution protect my online data?

  All data transmitted to the QuickBooks Billing Solution'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.

• About Online Payment ­ Combining QuickBooks Billing Solution with the QuickBooks Merchant Service

  How does the online payment feature work?

  The online payment option is available when QuickBooks Billing Solution is combined with QuickBooks Merchant Service (sold separately). With QuickBooks 2008 (in QuickBooks Simple Start, Pro and Premier 2008, QuickBooks Enterprise Solutions 8.0 or higher, QuickBooks Credit Card Processing Kit 2008 or higher and QuickBooks Invoice Manager 2008 or higher), 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.

  Is there a fee for using the online payment feature?

  Yes. There are additional fees associated with accepting credit cards through the QuickBooks Merchant Service.

  Tell me more about the QuickBooks Merchant Service.

  The QuickBooks Merchant Service is the only merchant service that is fully integrated with your QuickBooks software (in QuickBooks Simple Start, Pro and Premier 2008, QuickBooks Enterprise Solutions 8.0 or higher, QuickBooks Credit Card Processing Kit 2008 or higher and QuickBooks Invoice Manager 2008 or higher). With this service you can process all major credit cards directly in QuickBooks, reducing data entry errors. Please click here for more information on QuickBooks Merchant Service.

• About Using QuickBooks to get Paid Online

  Once I've signed up for online payment, can I disable it for individual invoices?

  Yes. Simply clear the Allow Online Payment checkbox when creating an invoice or statement.

  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?

  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

  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?

  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.

  How do I modify the Web address for the Customer Account Center that is appearing on my printed invoices?

  You can modify this payment Web address by going to the Billing Solution Options page (in QuickBooks go to the Customers menu, select the Billing Solution 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

  How do I remove an invoice from the online Customer Account Center?How do I customize invoices with my logo?

  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

  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?

  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 Solution menu item, and select Synchronize Changes.

  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?

  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 Solution menu item, and select Synchronize Changes.

  Can I set a default for the Allow online payment checkbox on the invoice form? What determines if that box is checked or not?

  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.

• About the Mailing Service feature

  What is the Mailing Service feature?

  The Mailing Service feature (available in QuickBooks 2006 and higher) allows you to send invoices by US mail directly from QuickBooks.

  How does the Mailing Service feature work?

  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.

  If I have a QuickBooks Merchant account, can my customers pay invoices online that I mail through the QuickBooks Mailing Service?

  Yes, with QuickBooks 2008 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.

  How do I know my invoice was mailed?

  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 e-mail; (2) an error message on the Company Navigator page; or (3) when you check your account activity from the Billing Solution drop-down menu.

  What if I want to mail internationally?

  International mail is not available at this time, but Intuit plans to add the features that customers want most over time.

  Will my mailed invoice look professional?

  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.

  Up until what point can I edit my invoice?

  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.

  I think I sent duplicate invoices to the Mailing Service, what should I do?

  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.