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Level 1

How can I add a deposit amount to an invoice?

We did not have enough cash flow to cover the amount on materials. We get a preferred rate with the supplier so the customer came with and footed the deposit. Our receipt for materials is the grand total, so how can the deposit amount be shown (and removed) from the amount owing on the invoice?
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QuickBooks Team

How can I add a deposit amount to an invoice?

Hi there, 

 

When you receive bank deposits from your customer, you need to link them to an invoice. Doing this ensures accurate records and helps avoid errors when you reconcile your accounts later on. I'd be happy to show you how below:

 

To link a deposit to an invoice, make sure:

  • There's an invoice for the customer.
  • Payment hasn't been entered and linked to the invoice.
  • The payment was entered through Bank Deposit instead of Receive Payment.

Find and edit the deposit

 

You can easily find the Deposit entry in your Bank Register.

  1. From the left menu, select Accounting.
  2. Select Chart of Accounts under the Toolbar.
  3. Find the account you deposited the payment to, then select View Register (or Account History).
  4. Locate and choose the correct deposit, select Edit.
  5. On Bank Deposit screen, scroll down to Add funds to this deposit, then find the fund you need to edit.
  6. In the Received From column, search and choose the appropriate Customer name.
  7. In the Account column, search and select Account's Receivable, then select Save and Close.

Apply the deposit entry as an invoice payment

 

Once the Deposit entry is updated, apply it as a credit to the invoice.

  1. Select New ⨁.
  2. Under Customers, select Receive Payment.
  3. Select the Customer's name. You should now see all open customer invoices and outstanding credits.
  4. Add the Payment date.
  5. Under Outstanding Transactions, select the Invoice you need to mark as paid.
  6. Under Credits, select the Deposit entry, then select Save and Close.

Give this a try and if you have questions, I recommend contacting our support team using this link.