The QuickBooks Payment Collection Problem
QuickBooks is great at creating invoices. It's not great at getting them paid.
QuickBooks Payments (formerly Intuit Payments) lets you add a "Pay Now" button to invoices — but only if you're in the US, and only through QuickBooks' own processing. For UK businesses, Canadian businesses, or anyone who wants to use their own payment gateway, there's no built-in option.
Even in the US, QuickBooks Payments has limitations:
Locked to Intuit's processing — You can't use your existing merchant account. You pay QuickBooks' rates (2.9% + $0.25 for cards, 1% for ACH).
US-only — QuickBooks Payments isn't available in the UK, Canada, Australia, or most other markets. QuickBooks Online is global; its payment feature isn't.
Limited payment methods — Cards and ACH only. No Apple Pay, Google Pay, or Open Banking.
No SMS or WhatsApp delivery — Invoices go out by email. When the email gets buried, you have no other channel.
Basic branding — The checkout page is QuickBooks-branded, not yours.
If you're already using QuickBooks for invoicing and want customers to pay faster, payment links fill the gap.
How Payment Links Work With QuickBooks
We've already covered QuickBooks payment links and accepting payments on QuickBooks invoices in detail. Here's the short version:
Create your invoice in QuickBooks as normal.
Generate a payment link for the invoice amount — either manually or via API. Include the QuickBooks invoice number as a reference.
Add the link to the invoice — paste it into the "Message to customer" field or the invoice notes before sending.
Customer receives the invoice with a pay-now link — they click through to a branded checkout page and pay with their preferred method.
Payment settles to your merchant account — reconcile in QuickBooks by matching the bank transaction to the invoice.
The difference from QuickBooks Payments: you use your own gateway (Worldpay, Stripe, Adyen, Square, Authorize.net, or any of 40+ providers), you get white-label branding, and it works globally.
Building a Payment Collection Workflow in QuickBooks
Adding a payment link to an invoice is step one. Here's how to build a complete collection workflow:
Day 0: Invoice Sent
Send the invoice from QuickBooks with a payment link in the message. The message should be clear and direct:
Hi [Name], please find invoice #1234 for £2,500 attached. You can pay securely online here: [payment link]. The invoice is due on [date].
The payment link should support multiple payment methods — cards, bank transfer, Apple Pay, Google Pay. More choice means faster payment. See why giving customers payment choice matters.
Day 7: Email Reminder
If unpaid after 7 days, send a friendly payment reminder with the same payment link. QuickBooks has a built-in reminder feature, but it doesn't include payment links — you'll need to send the reminder manually or via an automation tool.
Hi [Name], just a friendly reminder that invoice #1234 for £2,500 is due on [date]. Pay online now: [payment link]. Let me know if you have any questions.
Day 14: SMS Follow-Up
Email open rates for payment reminders are around 20%. SMS open rates are 98%. If the email reminder didn't work, send the payment link via text message.
[Company]: Invoice #1234 (£2,500) is now overdue. Pay securely here: [payment link]
This is where multi-channel payment collection makes a real difference. The same payment link works across every channel.
Day 30: WhatsApp or Phone Call
For invoices 30+ days overdue, escalate to WhatsApp (if the customer uses it) or a phone call. If calling, you can read out the payment link URL or send it by text during the call.
For businesses that handle payment collection over the phone regularly, see our guide on contact centre payments.
Day 45+: Formal Notice
At this stage, send a formal dunning letter — either by email or post. Include the payment link URL and a QR code. Reference your legal rights under the Late Payment of Commercial Debts (Interest) Act 1998 if you're in the UK.
Automation: Payment Links + QuickBooks API
For businesses sending 50+ invoices per month, the manual workflow doesn't scale. Here's how to automate it:
Option 1: Zapier/Make Integration
Trigger: New invoice created in QuickBooks Online.
Action: Call Shuttle's API to generate a payment link (passing invoice amount, currency, reference).
Action: Update the QuickBooks invoice memo/notes with the payment link URL.
Action: Send the invoice from QuickBooks.
No code required. Takes about 30 minutes to set up.
Option 2: Direct API Integration
If you have a developer or use a custom invoicing workflow, connect directly:
QuickBooks Online API creates the invoice and returns the invoice ID + amount.
Your system calls the payment link API to generate a link.
The link is embedded in the invoice email template.
Webhook notifications confirm when the customer has paid.
This is the approach most B2B service companies and professional services firms use at scale.
QuickBooks Payments vs Payment Links: Which Is Right for You?
QuickBooks Payments | Payment Links (Shuttle) | |
|---|---|---|
Availability | US only | Global |
Gateway | Intuit only | 40+ providers — use your own |
Card rates | 2.9% + $0.25 | Your gateway's rates |
ACH/Bank transfer | 1% (US) | Via your gateway |
Apple Pay / Google Pay | No | Yes |
Open Banking (UK) | No | Yes |
White-label | No (QuickBooks branded) | Yes — your brand |
SMS / WhatsApp | No | Yes |
QR codes | No | Yes |
Use QuickBooks Payments if: You're a US-only business, you're happy with Intuit's processing rates, and you don't need multi-channel delivery or white-label branding.
Use payment links if: You're outside the US, you want to use your own gateway, you need multiple payment methods, or you want to chase overdue invoices across SMS/WhatsApp.
Common Questions
Can I use both QuickBooks Payments and payment links?
Yes. QuickBooks Payments handles the built-in pay button on Intuit's invoice viewer. Payment links are a separate URL you add to the email message. Customers can use either route. There's no conflict.
Does this work with QuickBooks Desktop?
Payment links work with any invoicing system — including QuickBooks Desktop. You generate the link separately and add it to the invoice email or notes. The API automation option requires QuickBooks Online.
How do I track which invoices have been paid via payment link?
Each payment link carries a reference (the invoice number). When the payment settles to your bank account, match it in QuickBooks using that reference. Some providers also offer webhook notifications that can auto-reconcile.
What about recurring invoices?
For recurring invoices (monthly retainers, subscriptions), you can generate a new payment link each month or set up a recurring payment link that stays active. For true recurring billing, you may want to combine payment links with direct debit via GoCardless or similar.
Get Started
QuickBooks handles invoicing. Payment links handle getting paid. Together, they give you a complete invoice-to-payment workflow that works globally, supports multiple payment methods, and lets you chase overdue invoices across every channel.
Shuttle Payment Links connect to 40+ gateways, support white-label branding, and integrate with QuickBooks via API or Zapier. See how it works.