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EstherY
Moderator

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Many of our QuickBooks customers issue invoices to their customers and take deposit, but wasn't quite sure how they can map their processes into QuickBooks. Here's a guide on how some of customers run their businesses on QuickBooks, let us know if it helps you!

 

 

Step 1: Set up invoice to receive deposit

 

  1. Click on the + sign on the top right corner, then select Invoice.
  2. Click on the Gear icon in the invoice, tick Deposit and X on the top right to close.

    Setup Deposit.png

 

Step 2: Create the invoice and send to your customer

 

  1. Now, create your invoice by following these steps.
  2. You can save and send this invoice to your customer.

 

Step 3: Receive and account for deposit

 

Deposit is paid by cash and banked into bank account

  1. If you have received deposit for an invoice, click on the magnifying glass icon on the top right of QuickBooks to search for the invoice in question.
  2. On the invoice, enter the details below:
    • Deposit field: your deposit amount
    • Payment method field: cash
    • Deposit to: undeposited funds if you have not yet banked your cash deposit to the bank
      Enter deposit.png
  3. Click Save to save the changes.

 

Once you have deposited the amount in your bank account, enter the record in QuickBooks.

 

  1. Go to the Plus sign on the top right in QuickBooks, select Bank Deposit.
  2. Select the bank account in which you deposited the cash to.
  3. Your customer's name will appear under the Select the payments included in this deposit section.
  4. Select the one you’re receiving the deposit for and Save.

    Bank deposit.png

 

There is one more step to account for your deposit correctly in QuickBooks - match your bank transaction to deposit transaction in QuickBooks.

 

  1. Go to the Banking menu on the left. Select the bank account you deposit your cash into. Click on Update to download your latest bank transactions into QuickBooks. If you have not yet connected your bank account to QuickBooks, click on Add Account and follow the steps.
  2. Once your transactions have been downloaded, look for the transaction you have deposited under the For Review tab.
  3. When you found your transaction, click on it to expand.
  4. Click on Find Match. Look for an Invoice Deposit transaction that matches your amount, select it and save.

 

Deposit is paid by bank/credit card payment

 

  1. If you’re receiving a deposit by bank/credit card payment, connect to your bank account in QuickBooks if you haven’t already done so, and update your bank connection to download all your transactions.
  2. Under the For Review tab in Banking page, look for your transaction and click on it to expand.
  3. Click on Find Match. Look for the Invoice with outstanding amount, and click Match.

 

Step 4: Receive outstanding payment for an invoice

 

By cash

  1. If you’re receiving cash payment for an invoice, go to the invoice in question and click Receive Payment.
  2. Enter the payment you’ve received in the Amount Received field, and save.
  3. Your invoice will now display the outstanding amount and link to payment that you’ve received.

 

By bank or credit card

  1. If you’re receiving a bank/credit card payment, connect and update your bank connection to download all your transactions.
  2. Under the For Review tab in Banking page, look for your transaction and click on it to expand.
  3. Click on Find Match. Look for the Invoice with outstanding amount, and click Match.

 

How to manage my Undeposited Funds?

If you have received cash and allocated your deposit or outstanding payment(s) to undeposited funds account, you'll need to allocate them to a bank or cash account when you're ready, for them to appear correctly in your books. 

8 REPLIES 8
jova
Level 2

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

 Hi Esther Y

Thank you for the interesting article.

I think if a customer make a payment for an existing invoice usually a business account the payment against that invoice.

But if a customer actually make a payment as a deposit (or advance) before finishing the work to invoice and there is no invoice how should we account it? I added it as a deposit from transferring from Bank (from Banking window) but it is not appearing in Customer account (Sales>Customers). So if a customer make many advance payments it is very difficult to track them.

 
John C
QuickBooks Team

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Hi jova

 

We have enclosed an article that explains how to deal with pre-payments from customer. The first part of the article explains the process if you do not wish to account for VAT on the amount received and the second half of the article explains the process if you do wish to account for VAT.

 

https://quickbooks.intuit.com/learn-support/en-uk/manage-customers-and-income/how-to-record-customer...

jova
Level 2

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Hi John C

Thank You.

My doubt is this: If we follow either of the methods, when we check Customer Transaction List will that Deposit show? (Before 2. Enter the Invoice step or 3. Enter Sales Receipts step)

RenjolynC
QuickBooks Team

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Hi there, jova.

 

Yes, the deposit will show up in the Transaction List by Customer report. Just make sure that the following information is selected in the deposit page:

  • The Bank Account the money is received and the Payment Date.
  • Received From: Customer Name.
  • Account: Debtors (or Accounts Receivable).
  • Amount: Amount paid by the Customer.

Please see this sample screenshot for reference:

 

 

If you any additional comments, please let us know in the comments below. Thanks.

jova
Level 2

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

I am not talking about the transaction report. I don't think anyone wishes to run a report each time they generate an invoice. I am talking about the Customer screen, when we email a statement will this deposit appear? When we check the balance due from the customer will this deposit appear below screenshot?

  2019-12-31.png

John C
QuickBooks Team

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Hi jova

 

If you are not accounting for VAT and allocate the deposit to the debtors account the deposit will appear on the customer screen before you create the invoice. When you then create the invoice and want to allocate the deposit to the invoice select receive payment on the invoice and ensure the deposit is selected, save. When you have created the deposit it will only appear on a customer statement if you select Balance Forward or Open Item in the Statement Type, it will not appear if you select Transaction Statement.However once you have selected receive payment on the invoice and allocated the deposit the statement will show the amount received.

If you are accounting for the VAT the amount will show as a sales receipt when you create the sales receipt. When you create a customer statement the amount/sales receipt will only show on a transaction statement as received. When you then create the invoice the invoice will show on a transaction statement, with a zero balance, as well as the sales receipt/amount received.

jova
Level 2

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Thank you for the reply, I was trying to get an answer for this for a long time.

Thank you very much.

John C
QuickBooks Team

Does your business issue invoices and take deposit? Here’s a guide to manage it in QuickBooks.

Hi jova

 

You are welcome, if you require further assistance please let us know, have a great new year.

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