You can send a QuickBooks invoice without including a payment link by turning off the payment option before you send it
QuickBooks Online adds a payment link to invoices by default, but you can remove it in two ways: disable the payment option for that single invoice before sending, or turn off payment links for all future invoices in your account settings. The steps differ slightly depending on whether you use QuickBooks Online or QuickBooks Desktop, and whether you want to change just one invoice or your entire account.
Removing the payment link does not prevent your customer from paying you — it straightforward means they will not see a "Pay Now" button on the invoice itself. They can still contact you directly to arrange payment through other methods.
Key Takeaways
- In QuickBooks Online, open the invoice, click the three-dot menu, select "Preferences", and uncheck "Show payment link" before sending.
- To disable payment links on all future invoices, go to Account and Settings, select Sales, and turn off the "Show payment link on invoices" toggle.
- QuickBooks Desktop does not include payment links by default, so invoices sent from Desktop will not have them unless you add them manually.
- Removing the payment link from an invoice does not change how you receive payment — customers can still pay by check, bank transfer, or other methods you accept.
Removing the payment link from a single QuickBooks Online invoice
Open the invoice you want to send in QuickBooks Online. At the top right of the invoice, click the three-dot menu icon (sometimes labeled "More"). A dropdown menu will appear with several options.
Select "Preferences" from that menu. A panel will slide open on the right side of your screen showing invoice settings. Look for the option labeled "Show payment link" — it will have a toggle switch next to it. Click the toggle to turn it off. The switch should change color or position to show it is now disabled.
Once you have unchecked that option, you can send the invoice as usual. Click "Send" or "Email" at the top of the invoice, enter your customer's email address, and proceed. The invoice PDF that your customer receives will not include a payment link.
Turning off payment links for all future invoices
If you want to stop including payment links on every invoice you send, you can change this in your account settings instead of adjusting each invoice individually. Click the gear icon in the top left corner of QuickBooks Online and select "Account and Settings".
In the Account and Settings window, click the "Sales" tab on the left side. Scroll down until you find the section labeled "Messages" or "Invoice and Estimates". Within that section, look for the toggle or checkbox that says "Show payment link on invoices" and turn it off.
After you save this change, all new invoices you create will no longer include a payment link by default. If you later want to add a payment link to a specific invoice, you can turn it back on using the single-invoice method described above.
How payment links work in QuickBooks Online
When a payment link is enabled on a QuickBooks Online invoice, it appears as a "Pay Now" button or link in the invoice PDF. Clicking it takes the customer to a find payment page where they can enter credit card, debit card, or bank account information. QuickBooks processes the payment and deposits it into your account.
The payment link is tied to the specific invoice, so the customer can only pay the exact amount due on that invoice. QuickBooks records the payment automatically in your books once it clears, which typically takes one to three business days depending on the payment method.
Removing the payment link does not affect your ability to receive payments through other channels. You can still invoice customers and receive payment by check, bank transfer, credit card (processed outside QuickBooks), or any other method you offer.
Payment links in QuickBooks Desktop
QuickBooks Desktop does not include payment links on invoices by default. When you create and send an invoice from Desktop, it goes out as a PDF with no embedded payment option. If you want to offer online payment to Desktop customers, you would need to provide payment instructions separately or direct them to a payment portal you manage outside of QuickBooks.
Some Desktop users print invoices and mail them, while others email the PDF and include a separate note with payment instructions. This gives you more control over how you present payment options to your customers.
What your customer sees without a payment link
An invoice without a payment link looks the same as a regular invoice — it shows the invoice number, date, items or services, amounts due, and your company information. The only difference is the absence of a clickable "Pay Now" button or payment link.
Your customer will still know they owe you money and will see the amount due clearly displayed. They straightforward cannot pay directly from the invoice itself. Instead, they will need to contact you or use whatever payment method you have told them about separately — such as mailing a check, making a bank transfer, or paying through your website.
When to remove the payment link
You might remove the payment link if you do not accept online payments, if you prefer customers to pay by check or bank transfer only, or if you want to control the payment process more carefully. Some businesses remove the link to reduce payment processing fees, since online payments through QuickBooks carry a transaction fee.
You might also remove it temporarily if you are sending an invoice for review or approval before payment is due, or if you are sending a draft invoice that is not yet final. Removing the link gives you flexibility in how and when you present payment options to your customers.
Frequently Asked Questions
Will my customer still be able to pay me if I remove the payment link?
Yes. Removing the payment link only removes the button from the invoice itself. Your customer can still pay you through whatever methods you accept — check, bank transfer, credit card, or other payment channels. You will need to tell them how to pay separately, either in an email message or through your website.
Can I add the payment link back to an invoice after I send it?
No. Once you send an invoice, the PDF is locked and cannot be changed. If you need to resend the invoice with a payment link, you would need to create a new invoice or send a revised version. In QuickBooks Online, you can create a duplicate of the invoice, enable the payment link, and send that instead.
Does removing the payment link affect how QuickBooks records the payment?
No. Whether the invoice has a payment link or not, QuickBooks records payments the same way. When your customer pays you through any method, you enter the payment into QuickBooks and it updates your accounts. The payment link is just a convenience tool for customers — it does not change your accounting.
What if I want to remove the payment link for some customers but not others?
You can do this by adjusting the payment link setting on each individual invoice before you send it. Use the single-invoice method (three-dot menu, Preferences, uncheck "Show payment link") for customers who should not see the payment option, and leave it on for others. This takes a bit more time but gives you complete control.
Are there fees for payment links in QuickBooks?
Yes. QuickBooks charges a transaction fee when a customer pays through the payment link — typically 2.2% plus $0.50 per transaction for credit and debit cards, though rates vary. If you remove the payment link and customers pay by other methods, you may avoid these fees depending on how you process those payments.