Hello and welcome,
Today I am going to walk you through how InstantAccept works with QuickBooks Financial. The supported versions are QuickBooks Pro, Premiere and Enterprise 2006 to current.
InstantAccept can work one of two ways: (1) Inside of your QuickBooks or (2) Outside of your QuickBooks. First we are going to go through how InstantAccept works while working inside of QuickBooks. Once you open QuickBooks InstantAccept prompts you to log in. You are able to store your log in or automatically log in next time after you get logged in to InstantAccept the first time. The two main buttons that are effected by InstantAccept are (1) Receive Payments and (2) Create Sales Receipt. Other than that the other features and functionality of your QuickBooks will remain untouched.
First thing I will walk you through is Receiving Payment. Once you click on Receive Payment you will choose your customer from the drop down, type in the amount they would like to pay and choose your card type. Then click save and close and this is where InstantAccept takes over that payment method. On this screen we are able to swipe the card or key it in the transaction information. Once we get all of our transaction details in, you are able to input information in to the AVS fields. These fields are optional and may need to be turned on if you would like this service. You are also able to store card information in a PCI compliant vault by checking off the Store profile info for later use check box. Once finished filling out this information, click save. InstantAccept will ask if it is a card present transaction, choose yes or no. This is our payments screen and on this page you are able to edit or delete the payment information. If everything looks correct you can click process. Once you get your three green checkmarks you have processed successfully and will be prompted to email a copy of the receipt to the customer. InstantAccept will pull the email on file but you can edit this email or add an additional one by inserting a semicolon in between the email addresses. Otherwise you can click cancel and print a hard copy of the receipt or just close InstantAccept to get back in to your QuickBooks.
The Sales Receipt portion works very similar to receiving payments. The main difference is when you are in QuickBooks and you need to build the Sales Receipt and take payment all on one screen where with Invoices you create them and go back at a later date to Receive Payment on them. When you click the Sales Receipt button you will need to build it out by choosing your customer, adding the items they would like to purchase and then choosing your payment method. Once that is done you can click Save and Close and this is where InstantAccept will take over that payment method. From here I can swipe or key in my transaction details, fill out the AVS fields if AVS is turned on (Note**These fields are optional), save my card information by checking the check box and then clicking save. InstantAccept will ask me if this is a card present transaction, click yes or no. This is our payments screen and on this page you are able to edit or delete the payment information. If everything looks correct you can click process. Once you get your three green checkmarks you have processed successfully and will be prompted to email a copy of the receipt to the customer. InstantAccept will pull the email on file but you can edit this email or add an additional one by inserting a semicolon in between the email addresses. Otherwise you can click cancel and print a hard copy of the receipt or just close InstantAccept to get back in to your QuickBooks.
Just to show you that this information is feeding back in to your QuickBooks Financial, I am going to pull up the invoice we just paid. Once I find the invoice, I will open it and show you that the invoice has in fact been marked as paid. If the transaction had been declined the paid stamp will not show on the invoice, the invoice would remain open.
Now I would like to show you how InstantAccept works outside of QuickBooks. Our reason for creating this is not only to keep a business owner safe and have employees work outside of QuickBooks but we have added some additional functionality. Once you open the InstantAccept desktop app it will prompt you to log in and when you get logged in you will see a loading page. InstantAccept is pulling all relevant data from your QuickBooks at this time in order to eliminate any rekeying. All of my customers, items, pricing and unpaid invoices will be showing in here. Now I will be giving you a high level overview of what each button does. First off you should know that the admin of the account has the ability to enable and disable some of these buttons for their employees. The dashboard is a graph that displays your credit card transaction data. Sales is where you are able to create and process payments on Sales Receipts. It works a lot like it would in QuickBooks: you choose your customer, items and save to get the payment screen. The transactions button pulls up a list of transactions for the time period selected and you are able to resend or reprint receipts. Under the customers button you are able to edit or add customers and this data will automatically sync back in to your QuickBooks. Void and refund is exactly how it sounds. This is an easy place to go to process a void or refund. You will also be prompted to create a credit memo for these transactions to keep your books balanced. Under unpaid invoice you are able to pull a list of all of the open invoices and you can then make a payment on one, process a batch payment on multiple invoices, email them out with a paylink so the customer can pay online and add a new invoice in. Again, anything you do inside of the InstantAccept desktop app will be automatically synced back in to your QuickBooks. Over on the right hand side, you are able to update InstantAccept from the update button at the top. You will be prompted to update when you log in but if that is not a convenient time to update then you can go back at any time and click the update button. Gateway sync is a feature specific to InstantAccept. What this feature allows you to do is pull transactions that may have come from somewhere else (like a gateway, mobile app or shopping cart) back in to your QuickBooks. This is possible as long as the transactions are going through the same gateway account as InstantAccept is. To process a gateway sync all you would need to do is choose your date range and click search. A list of transactions for that time period will come up and from here you can create an invoice or sales receipt for these transactions or attach the transactions to an existing open invoice. Finally you would choose the account you would like the transactions to show up in and then click process import. Under the settings tab you can enable or disable any of the features. Number generation tab is a basic reference number tool and you can choose if you want reference number to come from InstantAccept when you switch over. The email message tab is where you can edit the email template, this is the email that is sent out with the paylink with you emailed invoices. The about button just tells you the version number you are running. The help section will include a local version of the user’s guide. Finally, the profile is where you can find you merchant information and you are able to edit your receipt from this screen.
This concludes the demo of InstantAccept Financial. Again we support QuickBooks Pro, Premiere and Enterprise 2006 to current. If you have any additional questions please feel free to email us at email@example.com or call us at (855)220-2840.