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Edit an invoice payment using the QuickBooks Online app

by Intuit• Updated 1 week ago

Learn how to update an invoice payment using the QuickBooks Online app.

You can easily make changes to an invoice payment using the QuickBooks Online app. In this article, we'll show you how.

Learn how to send invoices, track payments, and manage your cash flow on the go. The QuickBooks mobile app for iOS and Android helps you stay on top of your business finances—whether you’re sending reminders, applying VAT, or checking what’s been paid and what hasn’t.

Important things to note

  • Processed payments: For payments that have already been processed, use QuickBooks Online on the web to make any changes.
  • Restricted edits: The mobile app doesn’t allow changes to transaction amounts.
  • CIS invoices: Currently, CIS invoices aren’t supported in the app.

Track invoice status

Use the app to see invoice statuses at a glance and stay informed about which ones are open, paid, or overdue.

  1. Open the QuickBooks Online mobile app and tap Menu.
  2. Select Invoices.
  3. Find the invoice. Its status appears below the customer’s name, along with the due date or days overdue.
  4. Tap the invoice to view more details like when it was sent or viewed, or if partial payments were made.
  • Open – The invoice has an outstanding balance.
  • Not sent – The invoice is created but not sent.
  • Sent – The invoice was emailed to the customer.
  • Viewed – The customer has opened the invoice.
  • Partially paid – A partial payment has been made.
  • Paid – The invoice is fully paid.
  • Deposited – The payment is recorded as deposited in QuickBooks.
  • Not deposited – The invoice is paid, but the deposit isn’t recorded yet.
  • Undelivered/Delivery error – The invoice wasn’t delivered. Check the email address and resend from QuickBooks Online on the web.
  • Voided – The invoice has been voided.

Edit or delete invoices

You can edit invoice details that don’t affect the charge amount—such as the customer name, reference number, or memo. To update amounts, you’ll need to use QuickBooks Online on the web.

  1. Tap Menu and go to the All tab.
  2. Select Invoices under the Money in section.
  3. Tap the invoice.
    • To edit, select Edit, make your changes, then tap Save.
    • To delete, tap the ellipses icon (⋮), select Delete, then confirm.

Edit invoice payments or sales receipts

You can update fields like the date, reference number, and memo on invoice payments and sales receipts. You won’t be able to change fields that affect the charge amount. For processed payments, use QuickBooks Online on the web.

To edit a payment or sales receipt:

  1. Tap Menu and go to the All tab.
  2. Select Invoice payments or Sales receipts.
  3. Choose the record to edit.
  4. Tap Edit, make your changes, then tap Save.

Delete invoice payments

You can remove invoice payments from the app. The steps differ slightly depending on your device.

  1. Tap Menu and go to the All tab.
  2. Select Invoice payments. If you're using an iPad, use the dropdown to filter by Invoice payments.
  3. Select the payment.
  4. Tap More Options, then Delete.
  1. Tap Menu and go to the All tab.
  2. Select Invoice payments.
  3. Choose the payment.
  4. Tap the ellipses icon (⋮), select Delete, then confirm.

Manage sales tax in the app

You can add and edit sales tax rates in both iOS and Android. If you’re on Android, you can also apply or override tax rates directly in a transaction.

To add a new tax rate:

  1. Tap Menu and go to Settings.
  2. Select Tax rates.
  3. Tap Add a new tax rate and choose Single or Combined.
  4. Enter your tax rate details and tap Save.

To edit an existing tax rate:

  1. In Tax rates, tap the rate.
  2. Tap Edit, make changes, then tap Save.
  1. Open an Estimate or Invoice and tap Edit.
  2. Tap Add item, then the plus (+) icon.
  3. Check Is Taxable, then tap Add.
  4. Tap Add Tax, enter the new rate, and tap Done.

Note: You’ll need to create your tax codes first in QuickBooks Online on the web.

  1. Open an Estimate, Invoice, or Sales Receipt.
  2. Tap Edit, then tap the Tax field.
  3. Change the tax amount, then tap Done.

Add a note to an invoice or transaction

Adding notes to invoices or other transactions can help you keep track of important details or internal communications.

If you’re using an iPhone or iPad, you can attach notes to your invoices for internal reference.

To add a note:

  1. Tap Menu and go to Invoices.
  2. Select the invoice.
  3. Tap Add notes or attachments.
    • To create a new note, tap Create Note, write your message, then tap Save.
    • To attach an existing note, tap Attach Existing Note, choose a note, and tap Attach.
  4. To view the note, go to the Activity section.

You can add notes to a wider range of transactions on Android, including invoices, estimates, sales receipts, and invoice payments.

To add a note on Android:

  1. Tap Menu and select a transaction type (Invoices, Estimates, Sales Receipts, or Invoice Payments).
  2. Open the transaction you want to add a note to.
  3. Tap Add Attachment.
  4. Choose either Create Note or Attach Existing Note.
    • For a new note, write your message and optionally attach a file.
    • For an existing note, select the note and tap Attach.

Capture signatures

Let your customer sign an estimate or invoice with your QuickBooks mobile app for a fast and secure transaction.

  1. From the Menu ☰, select Estimates or Invoices.
  2. Select an existing transaction, or create a new one.
  3. Add any necessary information.
  4. Select Save.
  5. Select Get Signature.
  6. Have your customer sign with their finger.
  7. Select Done.
  1. From the Menu ☰, select Estimates or Invoices.
  2. Select an existing transaction, or create a new one.
  3. Add any necessary information.
  4. Select Done.
  5. Have your customer sign with their finger.
  6. Select Done.

iPhone: Change an invoice payment

Here's how to update an invoice payment using the QuickBooks Online app on an iPhone.

  1. Select Menu ☰. Then select the ALL tab.
  2. Select Invoice Payments.
  3. Select the payment you want to edit.
  4. Select Edit ✎, then make your changes.
  5. Select Save.

iPad: Change an invoice payment

Here's how to update an invoice payment using the QuickBooks Online app on an iPad.

  1. From the Menu ☰, select Sales.
  2. Select the filter dropdown ▼ arrow and choose Invoice Payments.
  3. Select the payment you want to edit.
  4. Select Edit ✎, then make your changes.
  5. Select Save.

Android: Change an invoice payment

Here's how to update an invoice payment using the QuickBooks Online app on an Android device.

  1. From the Menu ☰, select Invoice Payments.
  2. Select the payment you want to edit.
  3. Select Edit ✎.
  4. Make your changes, then select Done.

You may need to delete an invoice payment using the QuickBooks Online app. The steps below will show you how.

  1. Select Menu ☰.  Then select the ALL tab.
  2. Select Invoice Payments.
  3. Select the payment you want to delete.
  4. Select the Ellipses ⋮
  5. Select Delete.
  6. To confirm the action, select Delete again.

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