Why do my sales receipts show as PAID, but they are not being processes?

Greetings, @iefschools1.

I'll share some information about your concern to clarify why my sales receipts show as PAID but are not being processed in QuickBooks Online.

When a customer pays you through a payment link, it will automatically be recorded as a sales receipt and will be recorded in QuickBooks as paid automatically, however in your case I recommend reviewing the status of your sales receipt transactions. Also, have the customer check their credit card or bank statement to verify if the payment went through on their end. Furthermore, if this sales receipt is processed through QuickBooks Payments/Merchant Services, I suggest contacting our Customer Care Support to investigate further why the payments were not processed. Let me walk you through how:

1. Access your QuickBooks Online (QBO) company and go to Help (?).
2. Pick or type Contact Us
3. Enter your concern, then select Let's Talk.
4. Choose either of these tabs:
5. Assistant tab and type Talk to a human.
6. Search the tab and click on Contact Us to connect with a support expert.
7. Select the preferred method of contact (phone or chat).

Moreover, feel free to visit or save these articles in case you need it when you want to know how to receive and record invoice payments. Also, how to personalize and add specific info to your sales forms in QuickBooks Online:

• Record invoice payments in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

Let me know if you have any other concerns or questions about your sales receipt in QuickBooks. I’m more than happy to help, iefschools1. Keep safe and stay healthy.

Sales receipts are cash receipts. When they're recorded, it is assumed that you have the cash/funds and so you're creating a receipt for the customer for it.  And so, they're always paid.

Only Accounts Receivable and Accounts Payable transactions can be unpaid, waiting to be paid.

It's because QBO does some really dumb things sometimes.  The responses you'll receive here continue the "dumb" theme so ignore them.   You were probably told to use recurring sales receipts for auto pay on a subscription service.  The payment is part of the recurring template so it makes no sense for it to show a zero balance if payment never went through.  The worst part is there's no way to prove it to the customer without screen shots.  

We've lost a good amount of time and money trying to make sense of these head scratchers.   The solution is to use something else for invoicing and use QBO just for bookkeeping.  Or just dump QBO all together.

I had this problem and it took me a week to figure out what is happening.  It is a glitch, and I was missing thousands of dollars in deposits going back the last couple of months.  After a week of calling QB and not getting any help, I finally got a rep who was hearing me and between the two of us and hours later, we found the problem.  Look back on your orders, you likely have also been missing out.  Here's how to know if you did not get paid:

1.  Go to Sales

2.  Click the "All Sales" category

3.  On the far right side next to each order is either "edit/print" or "view/edit".

4.  View/edit means the money has been paid and all is good.

5.  If it says "edit/print", those are the deposits that did not go through because the credit card did not get run.  Keep in mind, this is for credit card customers only - not customers you invoice.

6.  OK, if it says "edit/print", click edit to view that particular order.  On the left side of the order under the credit card 4-digits, it will say "process credit card".  Click that and save the document and the  card will then have been charged.  

7.  If you were to click those other orders where the money did go through (the view/edit orders), that area will say "transaction processed".

A very serious glitch so I have gotten into the habit at the end of the day (or after each transation) and view this to make sure all transactions are processed.  

Call me if you have any questions!  I'm in Minnesota.  --

I should have added that I also show how to solve this problem in the details of step-by-step instructions.