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How can I change the status of the invoices from paid to deposit?

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QuickBooks Team

How can I change the status of the invoices from paid to deposit?

Hello vanessa8,


Welcome to the community! Making sure your funds are recorded where they need to be is important for keeping your books accurate. There are a couple of things you could mean by your question, so I'll go over both of them.


My first idea is that you might be looking at the Transaction List on a customer profile, where invoices with payments applied against them show Paid. In this case, there isn't a way to change that status to read "Deposit" or "Deposited" instead of "Paid." Statuses for invoices in this instance include Open, Paid, and Voided.


My second idea is that you might be looking at the Invoices tab, where you can see statuses such as Due, Voided, Deposited, and Paid (Not Deposited). If what you're looking for is to change one of the statuses from Paid (Not Deposited) to Deposited, here's what you have to do.


A transaction will show up as "Paid (Not Deposited)" when the funds received from the payment were directed to the Undeposited Funds account. When you make a Receive Payment transaction, there's a field on there called Deposit To. When you set up a QuickBooks Online account, it defaults to the Undeposited Funds account. When you create a new payment, feel free to change that from Undeposited Funds to the bank account of your choice, and the program will remember you did that moving forward and automatically choose that account.


For those that already have the funds going to the Undeposited Funds account, follow these steps.

  1. Select +New.
  2. Choose Bank deposit.
  3. Select the Account you'd like to deposit the funds to.
  4. Check off the invoices you'd like to deposit.
  5. Click Save and close.

Now your transaction in the Invoices tab should show Deposited.


Here are a few articles about the account I've been mentioning. Feel free to read through them to get to know this account and the Bank deposit feature better.

I hope that helps! I'm here if you have more questions. :)