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Thank you for reaching out about recording invoice amounts to balance sheet accounts in QuickBooks Online (QBO), Michael. I understand how it can be confusing when transactions involve different financial categories, such as income and liabilities. Let me clarify the situation and guide you through the correct process.
Invoices are designed to record income or sales transactions, which must be associated with income accounts rather than balance sheet accounts. In QBO, you cannot directly raise an invoice with a product or service item that posts to a balance sheet account.
In your example, the £5,000 rental portion of the payment should be invoiced, as it represents revenue. However, the £500 security deposit is a liability you hold until it is either returned or applied.
To accurately track the security deposit, you should create a service item linked to a liability account. Here’s how:
- Navigate the Gear icon and choose Product and Services.
- Select New.
- From the Product/Service information, click Service.
- Fill in the necessary information and select the appropriate liability account.
- Hit Save and close.
Once the service item is set up, record the security deposit as a Credit Note. When you receive payment, apply the credit note to the respective invoice to properly allocate the payment between rent income and the security deposit.
Additionally, refer to this article to monitor your cash flow and to get a comprehensive view of your current and upcoming financial situation: Use reports to track cash flow in QuickBooks Online.
I hope this clarifies why QBO requires invoices to be posted only to income accounts and how to record security deposits as liabilities. If you have further questions or need additional assistance, please don't hesitate to reply below. We're always here to help you every step of the way.
