Help with invoicing

Forum|Forum|1 day ago
July 3, 2026
1 reply
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Hi. I’m struggling with how to do something and wondered if anyone could offer some advice please. I’m using QB to set up invoices for a grassroots football club to record registration fees and subscriptions. When it comes to subscriptions, players can pay in full for the year or pay in instalments. so for payments in full I’m creating a current dated invoice when I see a full payment come in to the bank account, then match it on the bank transactions screen. The problem I’m having is how to approach instalment payments. I have started by adding a recurring invoice for £20.00 for 8 months, so £160 due for the season. This looks like it will work well when people pay the amount they should, and allows me to see where people are with their payments using aged debt reports. The problem I’m having is working out what to do when someone pays for example £50 when they have 2 x £20 invoices not paid, so paying the £40 they owe and paying £10 towards the next invoice which hasn’t been generated automatically yet. How do I match the bank transaction for £50 to 2 separate invoices for £20 and then deal with the £10 left over? Or am I going about the recurring invoice approach all wrong for this scenario, and there’s a better way to do it that maintains the aged debt view (ie a player should have paid £20 at end of month 1, £40 at end of month 2, £60 at end of month 3 etc)? Any advice would be appreciated. Thank you.

QuickBooks Online

J

john_T

QuickBooks Team

You’re very close with your setup. Recurring £20 monthly invoices work well for tracking subscriptions and aged debt.

Follow these steps to handle the £50 transaction:

Create a Receive payment Transaction:

Click the +Create button in the top left corner.
Select Receive payment.
Choose the Customer name from the dropdown menu.
Set the Payment Date to match the day it hit your bank.
Enter £50.00 in the Amount received field.

Allocate the Funds

Scroll down to the Outstanding Transactions section.
Check the boxes next to the two unpaid £20 invoices (totaling £40).
Confirm the Amount to Credit shows £10.00.
Click Record and close.

Match the Bank Feed

Go to your Bank Transactions screen.
Locate the £50.00 deposit.
QBO will now recognize the Receive payment transaction.
Click Match.

When the next £20 monthly invoice is generated, if Automatically apply credits is enabled, QuickBooks may apply the £10 credit based on your settings. Otherwise, you can manually record it in Receive payments.

If you have further questions, feel free to reply to this thread.