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How to Receive an Invoice Payment in QuickBooks Online

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In the Action menu, you can view the details of the receipt again. You can also give a discount based on percent or value. Clicking on the up/down arrow button will determine if the discount is added before or after the tax. There are a few different places where you can see the payment. First of all, you can go to your Chart of Accounts. Access the Chart of Accounts by clicking on Accounting in the left Navigation Pane and then click the Chart of Accounts link.

I’ll be using QuickBooks Accountant Desktop 2020 . QuickBooks Online will display a list of recent transactions for this customer. Get solutions to all of your accounting and bookkeeping problems with industry-leading experts. Are you still stuck and don’t know how to find QuickBooks company data file location then please follow along. In this article, you read how to record “Merchant Account Fee in QuickBooks”. For accounts that generally have high volume, …


It’s linked to Accounts Receivable because that’s I chose when I created the invoice. A pop-up will appear asking you to select an account. When you’re finished click the gray Save & Close button in the lower right-hand corner.

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Clicking the View Register link in the Action column of the Undeposited Funds account will take you to a detailed view of the account’s register. If you need to pay the invoices in a different order, then you can specify the specific amounts in the Payment column. Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Thus, if you change the employee status instead of deleting it on, the profile and pay records remain in your accounting database without any data loss in your tax payments. When the payments are missed being applied to the correct invoice, the invoice will end up showing as outstanding although the customer might have cleared the dues for the same. Thus, when you receive payments in QuickBooks Online, it will avoid any sort of double work with errors. On QuickBooks Online, you can keep a consistent record of payments that you are supposed to receive for the transactions, which haven’t been paid off immediately.

As a result, the invoice remains open and income is overstated. If you’re not using QuickBooks Payments with QuickBooks Online, see the steps for receiving payment and recording a customer payment transaction. When using Tipalti AP automation, remember to let your suppliers, contractors, and vendors know about this guide for receiving payments in QuickBooks Online.

Of course, you can also check the payment status of the invoices you’ve sent in the browser-based version of QuickBooks Online on your desktop or laptop. Open your list of invoices on the site and click on one to highlight it. A panel will slide out from the right side of the screen displaying the invoice’s timeline. For retailers, accepting credit and debit cards is a no-brainer—it’s well known that customers expect to be able to pay with a card, an… If you accept GoPayment mobile payments from your customers, did you know you can order a newly redesigned card reader for free? There you have it, you now know how to receive payments in QuickBooks Desktop.


To know “how to receive and categorize invoice payments in QuickBooks online“, users need to perform the below instructions. After getting the payment in your undeposited fund account, your need to deposit the money in the bank and close the invoice. One of the biggest issues of using QuickBooks online is that Intuit — the company that makes QuickBooks — releases frequent updates. These updates can slow down processing times and even keep you locked out of your account. They can also make it difficult for your customers to pay.

How to enter customer payments made with a check

The undeposited fund account is an “other current asset account” and designed by QuickBooks Desktop to hold funds until you are ready to deposit them. It is just like a short-term account or secure lock where you hold payments until you are ready to take them to the bank. Next, there’s our free pricing, which allows you to pass the processing fee on to your customers by charging a non-discounted price on your invoices. Next, navigate to Banking from the menu on the left side of the screen.

For this, you would need to use the Undeposited Funds account in QBO to make sure that one deposit was recorded for multiple customer payments. As I mentioned, entering customer payments and deposits in QBO is one of the most common mistakes made. Because untrained users, like Jane, are not aware of the specific steps that they need to follow. They try to take shortcuts and end up making a big mess. I’ll show you a simple way that will keep your QBO mistake-free.

We record the customer payment to an invoice and set the check aside until it is convenient to run to the bank, which might not be today. Sometimes, we get another customer payment in before we have made it to the bank. We record that payment and now have multiple checks to deposit. Payroll, time-tracking, POS systems and payment processing — that sync up with each other and minimize manual data entry. If you use QuickBooks for accounting and like the idea of sticking with a single brand for all of your software needs, the company’s in-house payments solution is a good match.

How to Add Payment Link to QuickBooks Invoice online

In the how to delete Transactions list, you can find the invoice for which you want to record a payment and click Receive Payment in the Action column. Payment method – Enter or add the payment method “EFT/ACH”. By following these specific steps, the deposit that you entered in QBO will match up to the amount you download from your bank. Enter the date of the deposit – this is important – be sure it’s the date you deposited the checks. Make sure that the payment is applied to the correct customer invoices. I want you to select the account called “Undeposited Funds”.

Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file. Our ongoing accounting and advisory services are year-round partnerships to keep your nonprofit’s finances healthy and relieve your stress. This way, you can focus on the activities that power your mission. Ufuoma Ogaga is the CEO of Goshen Accounting Services, which focuses on providing accounting, payroll, and advisory services to nonprofit organizations. When you’ve completed all of the fields in your sales receipt, you can preview and print it.

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You may be using QuickBooks Online or QuickBooks Desktop. This guide shows you how to receive and accept payments through QuickBooks Online. With QBO, your business can receive payment with a credit card, debit card, ACH bank transfer, or PayPal payment methods. When it comes to using QuickBooks Online, there are specifically two ways via which you can record sales transactions. If the payment is done at the time of the sale of the product or service, then a sales receipt needs to be created.

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You can also confirm that the funds have moved into your Undeposited Funds by checking the Chart of Accounts. Go to the Chart of Accounts by clicking Accounts in the left-side Navigation Pane and then clicking Chart of Accounts. Print or Preview allows you to see what the sales receipt will look like on paper as well as immediately make a hard copy. Below the list are some fields where you can enter custom messages to be displayed on both the receipt and statement, as well as add attachments.

chart of accounts

There may be times when you provide a product or service for someone and they pay you on the spot. QuickBooks Online allows you to create and send sales receipts for just those occasions. Click +New in the upper left corner, and then click Sales receipt under Customers. QuickBooks Online then opens a form that should look familiar to you. It looks and works like an invoice or estimate. Select the Customer in the upper left corner and complete the rest of the fields as you would with any sales form.

You’ll see that it will be much easier for you to match up your transactions to your downloaded banking transactions with this method. Accepting and receiving payments from customers through QuickBooks Online is easy. To automatically match and apply a customer payment your business collects to invoices, use the Payments feature. Once a customer has purchased your product or service and they have sent a form a payment from them, the next thing you need to do is record the sale and take their payment. There are many ways that you can do this automatically, such as through integrating your QuickBooks Online with QuickBooks Payments, which is Intuit’s online merchant service.

Let’s say you received a payment from a customer, but you took the check to the bank only 3 days later. For those 3 days, the payment would belong in Undeposited Funds. This guide explained how to set up QuickBooks Payments from QuickBooks Online through Intuit Merchant Services.


Click on the + New button at the top of the left menu bar and then select Receive payment in the first column under Customersas shown below. We created this to help you get better at using QuickBooks, our best small business accounting software. To make the most of it, follow along in your own QuickBooks Online account. If you don’t yet have one, you can sign up for a 30-day free trial or get 50% off for three months. In the Outstanding Transactions section, select the checkbox for the invoice you’re recording the payment for.


We may also conduct a data file review after the session if necessary. Review our service offerings and apply for the service that best suits your nonprofit’s needs. Our team will review your application to determine whether we are a good fit for your organization’s needs. I am the Financial Controller behind Goshen Bookkeeping & Consulting. I help nonprofits and small businesses increase profitability one mission at a time. Step 6 – Click “Save and close” and you will receive the payment.