If your customer plans to pay you in the future, you can create and send them an invoice. When a customer pays an invoice, you need to record that payment to connect it to the invoice to balance your accounts.
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Record invoice payments
After you process a payment from a customer, you need to record it in QuickBooks to mark the invoice as paid. Otherwise, the invoice stays open and remains unpaid on your reports. You can record the full or partial payment on an invoice, and QuickBooks tracks any remaining balance.
Review the customer's open balance in the Total column.
Note: When you record partial payments, QuickBooks applies the payment to the invoice line items in order. Additional payments apply to the next line items until the payment is complete.
Group multiple payments together into a single deposit
If you make a bank deposit with several checks in a single deposit, use the Undeposited Funds account to record the payments in QuickBooks. This lets you group multiple payments into one deposit transaction in QuickBooks. Only do this if your bank recorded multiple payments as a single deposit.
With QuickBooks you can send invoices with options for customers to send you an online payment. Customers can pay by credit, debit, Apple Pay, PayPal, Venmo, or ACH bank payments.
If a customer has an unpaid invoice, then that represents an accounts receivable for a customer. When a customer pays on credit, the company would debit accounts receivable and credit revenue (revenue is recognized when earned).
Invoice payment methods include checks, online payments, mobile payments, and bank transfers. It's important to review invoices for payment dates and accuracy. Invoicing software helps to ensure that invoices are paid securely and on time.
From the Customers menu, select Receive Payments.Select Create a Payment.Fill out the fields.Select the outstanding invoices and charges you're receiving the payment for.
Go to Get paid and select Invoices (Take me there). Find the unpaid invoice and select Receive payment. From the Deposit to dropdown, select the account you put the payment into. In the Amount field, enter the amount your customer paid.
QuickBooks Online (QBO) has an automated feature that applies credits to the next invoice created. This can be the reason why your newly created invoices are showing as paid. If you wish to control when these credits are applied, you can turn off this feature.
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