How to record payment when the Invoice was not created in Quickbooks

Hello there, VicSponge.

Since the invoice was created outside of QuickBooks Online (QBO) and the payment is now showing in your linked bank account, I'd like to walk you through the best approaches based on your needs.

The most comprehensive way is to recreate the invoice in QBO and record the payment. This gives you complete invoice history and accurate Accounts Receivable tracking.

First, create the invoice by following the steps below:
 

1. Navigate to + Create and select Invoice.
2. Enter the Customer name.
3. Select the Product/Service (e.g., "General labour").
4. Enter the Amount and use the original invoice date from your previous software.
5. Click Save.

Once the invoice is created, you can then record the payment, here's how:
 

1. Go to + Create and select Receive Payment.
2. Select the Customer and the invoice you just created will appear.
3. Check the box next to the invoice to apply the payment.
4. Enter the Payment date (the date the payment was actually received).
5. Set Deposit To as your bank account.
6. Click Save and close.
   
   

Lastly, match the payment to your bank feed by following this article: Add and match downloaded bank transactions in QuickBooks.

If you prefer a simpler approach and don't need the full invoice history in QBO, you can create a Sales Receipt instead. This still tracks the sale to the customer and appears on customer statements, but it's a bit more streamlined since you're recording the payment directly without creating a separate invoice first. You can see this article for the detailed steps: Create and send sales receipts in QuickBooks Online.

For the quickest method, you can also simply record a Bank Deposit. You can follow this article for more information: Record and make bank deposits in QuickBooks Online.

If you have any further questions or concerns, feel free to Reply. We're here to help.