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S
Seebes
September 8, 2022
Question

QB Payment

  • September 8, 2022
  • 1 reply
  • 5 views

Hi - I am new to QBO and accounting.

I'm having a hard time understanding why and how to stop QB Payments from automatically creating a sales receipt when my customers pay by using the 'payment link' prior to the start of work. 

I usually request deposits from my customers prior to the creation of an invoice. When they pay by any method aside from QB Payments, I 'receive payment' and add the funds to A/R for a negative balance until I do the work and invoice the customer. The amount is then applied as a deposit to that invoice.

However when I send a 'payment link' to my customer for the deposit using QB Payments. Once received QBO automatically creates an invoice and and sales receipt for the deposit amount.

How do I prevent this from happening? Or is there a better way for me to be taking and recording deposits from my customers?  

Thanks in advance

Steve

    1 reply

    G
    Giovann_GModerator
    Moderator
    September 8, 2022

    Thanks for reaching out to us, Seebes.

     

    I'll show you another method for requesting a deposit from a customer using QuickBooks Payments.

     

    There is currently no way to prevent QuickBooks Payments from creating a sales receipt when sending a payment link to a customer. That works as designed since it's equivalent to receiving payment in real-time.

     

    Instead of sending a payment link, you can create an estimate to request a deposit for your customer. QuickBooks automatically marks the estimate as accepted when your customer pays the deposit. The estimate is then converted to an invoice and recorded the deposit as a partial payment on the new invoice.

     

    Here's how:

     

    1. Select + New, then Estimate.
    2. Locate the customer from the ▼ dropdown.
    3. In the Product or service field, click the ▼ dropdown and choose your product or service. Then add the rate, if needed.
    4. To request a deposit, hit the + Request a deposit. Then enter the amount.
    5. The payment methods for the deposit are displayed in the Ways to Pay section. To edit, turn on/off the switches under Payment methods.
    6. Once done, select Review and send to save and send the estimate to your customer.

     

    When the customer selects the Review and pay option in the estimate email, they will be able to review the estimate before accepting and paying the deposit online.

     

    Another way is to delete the auto-created sales receipt and manually record the deposit. For a comprehensive guide, please see this link: Record a retainer or deposit.

     

    I also recommend that you consult with your accountant before deleting the transaction to ensure that your books are accurate.

     

    For more information on managing your company's income and customers, please visit our Sales and customers page. Here you'll find topics and discussions to assist you in completing your QuickBooks tasks.

     

    Let me know if you need anything else in QuickBooks. I'll be around to help you.

    S
    SeebesAuthor
    September 9, 2022

    Thanks for the reply.

    I can follow your directions until step 4. I do not see where to add request deposit. 

     

    I will also try your other suggestions for cleaning up my books. 

    A
    Anonymous
    September 9, 2022

    Thanks for getting back, @Seebes.

     

    Yes, my colleague is correct about the unavailability of turning off the automatic sales receipt in QuickBooks Payments.

     

    Also, regarding the steps provided to request a deposit for your customer. You’ll have to link your QuickBooks Payments subscription to QuickBooks Online (QBO).

     

    Here’s how:

     

    1. Log into your QBO account as an admin.
    2. Go to the Gear icon, and select Account and settings.
    3. Select the Products and services tab.
    4. Select Connect or Link Merchant Service under Existing Accounts.
    5. Choose the QuickBooks Payment account you want to link in the window. Then select Connect.
    6. Make sure the account information is valid by going over it. Select Connect if everything seems to be in order.

     

    I included this article for detailed information about connecting your QBO company file to QuickBooks Payments: Connect your QuickBooks Payments account to QuickBooks Online

     

    Once done, you’ll now have the option to click + Request a deposit and proceed with the steps.

     

    Keep in touch if you have more questions about sales receipts. The Community always got you. Stay safe!

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