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Accept checks by phone (Merchant Service)

With a QuickBooks Merchant Service account, you can accept checks from your customers over the phone by creating an electronic payment that debits your customer's checking account.

Why accept checks by phone?

Accepting checks by phone will save you time and money by eliminating trips to the bank You'll also get paid faster than you would with a paper check. Typically, funds will be deposited into your bank account as early as the next business day.

Each time you process a check by phone you need:

  • Verbal authorization from your customer to debit their account.

  • Your customer's checking account number and bank routing number.

Important: You may process checks by phone only if the customer is paying over the telephone. If the check is physically present, NACHA (National Automated Clearing House Association) rules require you to scan the check for submission, or else obtain signed authorization from your customer.

To do this task

  1. You can process an eCheck by phone from a sales receipt or against an invoice.

    • To process from a sales receipt, click the Sales Receipt icon on the Home page.

    • To process against an invoice, click the Receive Payments icon on the Home page.

      Choosing Customers > Check Processing Activities > Process eChecks opens the Receive Payments form.

  2. Complete the Receive Payment or Sales Receipt form, making sure to select E-Check as the payment method.

  3. Click the Save & Close button.

  4. In the Process eCheck Transaction window, the customer name and check amount are filled-in automatically.

  5. Enter your customer's Phone number.

  6. Call the customer and ask for their check's account number and routing number, and choose the Account Type.

    Tip: Avoid returned checks! Double-check these entries to be certain you've typed your client's info correctly.

    After you enter a customer's account and routing number the first time, the next time you process an eCheck for this customer, the account and routing numbers will be filled in automatically.

  7. Before you can submit the eCheck for processing, you are required by law to read the statement on the form to your customer and obtain their verbal authorization.

  8. Select the checkbox to certify that you have received verbal authorization from your customer.

    You cannot process an eCheck without turning on this checkbox. NACHA (National Automated Clearing House Association) rules require authorization from your client for each individual eCheck payment. If you fail to obtain authorization, your client can stop payment on the check.

  9. After you obtain verbal authorization, click the Submit button.

    Note: NACHA (National Automated Clearing House Association) regulations specify that a merchant either record the telephone call or provide a written confirmation of the eCheck transaction. Click the More info and sample e-mail templates link to find sample text that you can use to mail or e-mail a confirmation to your customer.

  10. Save the payment.

  11. Deposit the payment now or after the payment has been funded to your bank.

KB ID# H_SVC_QBMS_KEY_ENTER_CHECKS
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