QuickBooks Card Reader: Complete Guide

Quickly Process Payments with the QuickBooks Card Reader

The QuickBooks card reader is an essential tool for businesses that want to streamline their payment processing. This handy device allows you to accept credit card payments with ease, making it a valuable addition to your point of sale setup. In this blog, we'll explore the QuickBooks card reader and answer some common questions about its features, fees, and setup process.

Discover how to swiftly accept payments using the state-of-the-art QuickBooks card reader.

The QuickBooks card reader provides an effortless way for clients to view payment and tip amounts through its LED Display. It allows customers to confirm tips and totals using sensors directly on the display.

Thanks to the QuickChip internal processors, the QuickBooks card reader enables a smooth and rapid payment experience for customers.

Unsure which card reader you own? Learn more about your QuickBooks Payments card reader and its features.

QuickBooks Card Readers and Their Features

Explore the various types of QuickBooks card readers and their features. To continue accepting payments from credit or debit cards with EMV chips, ensure your QuickBooks card reader is up-to-date.

Card Reader Features
QuickBooks Card Reader • LED display for paying, tipping, and transacting without sharing your mobile device
• Accepts EMV chip cards and contactless payments (Apple Pay, Google Pay, and Samsung Pay)
• Charges via USB-C cable (included) or QuickBooks Power Stand (sold separately)
• Works with Bluetooth in the QuickBooks GoPayment app or QuickBooks Online mobile app
QuickBooks Chip and Magstripe Reader • Accepts EMV chip cards, debit, and credit cards with magstripe
• Charges through micro-USB cable (included)
• Works with Bluetooth in the QuickBooks GoPayment app or QuickBooks Online mobile app
• Compatible with QuickBooks Desktop 2019 or later using a micro-USB cable (included)
QuickBooks All-in-one Card Reader • Accepts EMV chip cards, debit and credit cards with magstripe, and contactless payments (Apple Pay, Google Pay, and Samsung Pay)
• Charges through a docking station (included)
• Stays powered for a week or longer, depending on usage
• Works with Bluetooth in the QuickBooks GoPayment app or QuickBooks Online mobile app

Compatibility with Programs and Applications

Discover which apps work best with your QuickBooks product. To continue accepting payments using the QuickBooks GoPayment app, make sure it's up-to-date. Download the latest version from the Apple App Store or Google Play Store.

QuickBooks Product Works with
QuickBooks GoPayment • QuickBooks GoPayment app
○ iOS 12 or later
○ Android 4.1 or later
QuickBooks Online • QuickBooks GoPayment app
○ iOS 12 or later
○ Android 4.1 or later

• QuickBooks Online mobile app
○ iOS 14 or later
○ Android 7.1 or later
QuickBooks Desktop • QuickBooks GoPayment app
○ iOS 12 or later
○ Android 4.1 or later

• Supported versions of QuickBooks Desktop for Windows with the provided USB cord
○ QuickBooks Card Reader
○ QuickBooks Chip and Magstripe Card Reader
QuickBooks Point of Sale • QuickBooks GoPayment app
○ iOS 12 or later
○ Android 4.1 or later

Note: To import transactions to QuickBooks Point of Sale, use the QuickBooks GoPayment mobile app. This requires a QuickBooks Payments account and Mobile Sync in QuickBooks Point of Sale.

Next Steps

Before you start accepting payments with the QuickBooks card reader, set up your Bluetooth card reader and learn how to process payments.

Connecting your card reader to your GoPayment app.

Not using GoPayment yet? Discover which product to utilize for processing payments with QuickBooks Payments.

Note: The QuickBooks Card Reader is compatible with the QuickBooks Power Stand.

  1. Enable Bluetooth on your mobile device.
  2. Turn on your card reader.
  3. Sign in to your GoPayment app on your device.
  4. Select your card reader after GoPayment automatically detects it.
  5. Your device may request permission to pair with the reader.
  6. Your card reader is now connected! It will be listed under My Card Readers. You can select the arrows on the reader to verify the connection and check the battery level.

Processing payment for a new sale

  1. Start from the home screen in the GoPayment app.
  2. Tap (+) then select New Sale to create a sales receipt.
  3. Enter the amount and description on the keypad. Alternatively, you can select an item if you have items entered in GoPayment.
  4. If you have more items to enter separately, select Add to enter the current item and move to the next one.
  5. After entering all items, select Review Order.
  6. On the order review screen, confirm that all amounts are correct. You can also make other modifications, such as adding sales tax, discounts, or details about the items or customer.
  7. When ready, select Charge, then choose your card reader.
  8. You and your customer will see the sale amount. Your customer completes the sale on the card reader using their preferred payment method.Note: If a processing error occurs, the GoPayment app displays all necessary information.

Payment methods compatible with the QuickBooks Payments reader

The reader accepts chip-enabled cards, tap-enabled cards, and tap-to-pay digital wallets like Apple Pay and Google Pay.

Using a chip-enabled card on the reader:

  1. Position the reader display facing up.
  2. Insert the card with the chip facing up, so that the chip goes into the reader.Note: This is different from older QuickBooks readers, where the chip faced down.

Using the reader with a tap-to-pay card or digital wallet

  1. Tap the payment card or mobile device to the front face of the reader.
  2. For optimal results, aim for the center of the LED display.
  3. If your card has a tap symbol, use it to target the center of the display.

Swipe cards are not compatible with the QuickBooks card reader. Instead, manually key-in the card number on your payment app. Note that the fee for manually entered cards differs from the fee for using a card reader.

Learn how to process other payments with the GoPayment App.

Turning the QuickBooks Payments reader on and offTo power on the reader, hold down the power button on the side near the green qb logo. The reader will beep, and the LED display will turn on.

To power off the reader, hold the power button until the LED display turns off.

Issuing a receipt with the QuickBooks Card ReaderOnce a sale is completed, you'll be presented with receipt delivery options.

After processing the sale, GoPayment offers three receipt options:

  1. Select email or text receipt, enter your customer's information, and send.
  2. Choose Print receipt from your Android or iOS device and connect to an available printer.
  3. Select No receipt to close the app window if your customer doesn't require a receipt.

Charging and checking the battery level of your card readerThe card reader can be recharged using the included USB-C to USB cable. Depending on the remaining battery power, the reader can fully charge in approximately two hours or less.

As the battery recharges, the battery level indicator on the reader displays an animation of the battery filling up.

With the reader connected to the GoPayment app, you can check the exact battery level in the app by tapping on the Battery Icon when creating a new sale. You can also check the approximate battery level on the reader screen when in idle mode. Select either direction arrow one or two times until the battery level indicator displays.

The battery level icon uses six indicator levels, ranging from nearly empty to fully charged.

QuickBooks Card Reader FAQs

Does QuickBooks have a card reader?

Yes, QuickBooks offers a card reader specifically designed for businesses that use QuickBooks as their accounting software. The QuickBooks card reader allows you to process various payment methods, including credit cards, debit cards, and contactless payments such as Apple Pay, Google Pay, and Samsung Pay.

What card reader does QuickBooks use?

QuickBooks provides several card reader options, each with its unique features and compatibility. The primary options include the QuickBooks Card Reader, QuickBooks Chip and Magstripe Card Reader, and QuickBooks All-in-one Card Reader. Each reader offers different capabilities, such as accepting EMV chip cards, magstripe cards, or contactless payments, and connecting via Bluetooth or USB.

How do I get a card reader in QuickBooks?

To obtain a QuickBooks card reader, you'll need to purchase one directly from QuickBooks or through an authorized reseller. Once you've received your card reader, follow the instructions provided to set it up and connect it to your QuickBooks account or mobile app.

How much does QuickBooks charge for card?

QuickBooks card reader fees vary depending on the type of transaction and the specific card reader being used. Generally, QuickBooks charges a percentage fee per transaction, along with a small flat fee. For example, transactions that use the QuickBooks mobile card reader may have different fees than those processed manually or through the QuickBooks credit card reader.

How to pair QuickBooks card reader

Pairing your QuickBooks card reader with your mobile device is a straightforward process. First, ensure that the Bluetooth feature on your mobile device is enabled. Turn on your card reader, then sign in to your GoPayment app on your device. The app should automatically detect your card reader. If prompted, grant permission for your device to pair with the card reader. Once connected, you'll see the reader listed under "My Card Readers" within the app.

How to set up QuickBooks card reader

Setting up your QuickBooks card reader involves connecting it to your QuickBooks account or mobile app and ensuring it is properly configured. Follow the steps below to set up your card reader:

  1. Connect your card reader to your QuickBooks Desktop, GoPayment app, or QuickBooks Online mobile app, following the instructions provided with your specific card reader.
  2. Test the connection by processing a small test transaction, ensuring that the card reader is functioning correctly and communicating with your QuickBooks software.
  3. Familiarize yourself with the various payment methods and features offered by your QuickBooks card reader, such as processing chip cards, magstripe cards, or contactless payments.
  4. Train your staff on how to use the QuickBooks card reader and educate them on best practices for processing transactions securely and efficiently.

The QuickBooks card reader is a valuable tool for any business that wants to streamline their payment processing and enhance the overall customer experience. By understanding the features, fees, and setup process associated with the QuickBooks card reader, you'll be well-equipped to make the most of this powerful device and improve your business operations.

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