How to Record a Payment Received for an Invoice in QuickBooks Chron com

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Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on “next,” which shows your file data. Now coming to the part of processing payments on QuickBooks Desktop. There are two phases involved in the processing of the payments on the QuickBooks Desktop. The first phase of processing payments starts with signing up for QuickBooks Payments or connecting with the existing one.

Save and close the invoice

From Outstanding Transactions, select the checkbox for the invoice you’re recording payment for. Click the Payment method dropdown and select the payment method. When a customer sends you payment for an invoice, you need to record and apply it against the invoice. NerdWallet strives to keep its information accurate and up to date. This information may be different than what you see when you visit a financial institution, service provider or specific product’s site.


QuickBooks is the most widely used business accounting software. Accepting payments through QuickBooks allows you to streamline your accounts receivable processing by immediately matching invoices with payments. If you use QuickBooks to accept payments from your customers, you probably do it because it’s convenient. It provides an easy way to receive payments – and you might not have given much thought to how much it’s costing you in QuickBooks payments fees.

Why Receiving Payments in QuickBooks Online Is Important

With QuickBooks, there’s a lot that can be done with payments more than tracking your accounting alone. On QuickBooks Payments you would be able to receive all forms of payments which include debit card, credit card, ACH bank transfers for the respective invoices as well. You’ll receive your first customer payment in your bank account within five business days.

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  • We find, though, that going to the All Sales screen gives us a chance to check the status of other pending transactions.
  • This becomes vital if you want to have your bookkeeper or accountant log in to work remotely.
  • To change the amounts applied to each invoice, if needed, change the amounts in the “Payment” column to the right of the invoices.
  • Once you’ve found the invoice, look down toward the end of that row.

However, the data syncing for receiving and processing of the payments does not happen automatically on QuickBooks Desktop. 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. When QuickBooks cannot match your actual credit card & ACH transactions to deposits automatically, the system will ask you to do it manually.

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Finally, we offer our match capital advantage option, which matches the existing fees from your processing company and provides you with the working capital your business needs. 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. If your customers are comfortable paying via QuickBooks, then you may need to explain to them why you’re switching if you decide to change processing companies.

Scroll down the list of accounts until you see the account for Undeposited Funds. That account should have an amount more than zero because we just added to it, and there were likely other undeposited funds in there before we made our new sales receipt. You can also easily add newly accepted payment methods by clicking the Add New button in the drop-down menu. As soon as you add the new method, it will show up in the list.

Deposit the payment into Undeposited Funds if it was part of a group deposit originally. 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. Alternatively, to save the transaction but leave the “Receive Payments” window open, click the “Save & New” button.

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It is a great source of knowledge upon quickbooks tips accurately applying for customer payments. I am really happy to come across this exceptionally well written content. This is a brilliant post, thank you for sharing these great tips. QuickBooks was designed to make your daily accounting tasks easier, faster, and more accurate. If you’ve been using the software for a while, you’ve probably found that to be true. Or anything else that has the potential to reduce the balance in your checking 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. Select the Customer in the upper left corner and complete the rest of the fields as you would with any sales form. If you click Save and send when you’re done to email a copy to the customer, you can see a preview first.

Just click the plus (+) sign at the bottom of the screen and select Sales Receipt. The form is similar to the one you’d use on your desktop computer, though the layout is different, of course. The system will also automatically receive that payment against the open invoice, taking yet another manual task off of your plate. You will notice these received payments inside of your Undeposited Funds asset account.

If the customer has multiple open invoices, you can specify the invoice to which you want to apply the payment. QuickBooks offers a separate payments solution for Desktop clients with slightly different processing rates. The QuickBooks GoPayments app helps you to receive payments effortlessly along with sending the invoices as well. The data syncing for receiving and processing of the payments happens automatically on QuickBooks Online.

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To see a history of the payments for a customer, select the Show/hide customer information icon. Select the outstanding invoices and charges you’re receiving the payment for. By default, payments are deposited to an account named Undeposited Funds. Or, learn how to change your default deposit to account. If you use either of the first two methods, QBO displays an empty Receive Payment window. You then select a customer, and QBO displays all the customer’s open invoices in the Outstanding Transactions section, at the bottom of the window.

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