I am a sole trader self employed driving instructor who has just starting using quickbooks self-employed.
I am enjoying being able to generate invoices and then mark them paid which saves me using receipt books. However I have noted when I mark as paid I does not automatically add to my income?
What is the best was of adding these receipts to my income? I wondered about saving each one as a pdf and then adding it to transactions as business income but it would be handy if this could be done automatically when I mark as paid?
Any suggestions on a simpler solution?
Thank you for contacting the Community.
You are right, when you create an invoice on Self Employed this will not post to your income/expenses as it is there so you can sent a copy to your customers.
Transactions will be added to your income/expenses when they are added from the Transactions tab. This is will be either a connection to your bank or by a file upload.
Please let me know if there is anything else I can help with. :)
Thanks for the quick reply.
I noticed that when viewing on the laptop I can see my invoices which have been paid in the summary section and the amount but as you say it does not appear under transactions or tax.
So for now would I need to pdf save each paid invoice, then send via email/scan under transactions and mark as Business Income for it to be included?
It would make sense if this could be an option when marking an invoice as paid as its quite a bit extra work needed to add it in manually. Or am I missing something obvious?
On the transactions tab you can connect your bank so the transactions will feed into QuickBooks as and when they show on your online banking. To do this click the Transactions tab and then Add Account. You can then add them as Personal or Business here.
Or you can download the transactions from your online banking into a .CSV file and import them into QuickBooks by click the down arrow next to Add Transaction and selecting Import Transactions. You can then add them as Personal or Business here.
Please let me know if there is anything else I can help with. :)
Thanks again. The problem I have is I often hold on to cash for a week or so before paying it in and pay in one lump sum. So when pupil has lesson and pays £42 cash I generate an invoice and then mark it as paid. The issue is I may then pay in £500 odd pound in one lump to the bank so can't see how I can allocate individual payments unless they pay by bank transfer.
The work around I am using is to save each invoices as a PDF and then email them to quickbooks. Then edit each one and change the amount from -£42 to plus £42 and categorise as Business income. This just takes some time. I can't see why a button could not be added so when you mark an invoice as paid it could be added as business income automatically?
Thanks for your input.
Another annoying issue is when reviewing transactions I can't alter the amount via the android app. The amount is greyed out. Thus when I send in my paid invoices they are all marked as -££££. I have to log on the laptop to review an change the amount to from negative to positive. I have emailed support about this as seems as it may be a bug on the app.
The ability to allocate out a batch transaction to separate customers is unfortunately not available in the Self Employed package. I agree it would be much easier to have the mark as paid add the transaction to your income automatically
Both these features are available in our small business packages but not yet in our Self Employed product I can put this forward as feedback to our engineers as we are always looking to improve the features but regarding adding them as income currently manually adding them as bank transactions individually is the only way in the examples you have given
Regarding the amount being greyed out.It does sound like a bug have you tried resetting the app data on your ios app?
I am using android so If I go under settings ,apps is it safe for me to delete data. I won't loose all my invoices, expenses etc.
The other thing I may try is deleting the app and reinstalling.
If you go to help on the android Quickbooks app there should be an option that says reset app data. This will sign out the app but not delete anything in it, it should work like a cache reset. then will restart the app and sign back in and let us know if you have the same issue
Hi, I could not find the reset app but I uninstalled the app and reinstalled and same issue I can't edit the amount. Must be a bug. As said I can edit when logged on the laptop.
I've attached a screenshot so you can see how it's greyed out.
I am just in contact with our Self Employed senior technicians to see if we can escalate this is issue can you PM me the email address you use for Self Employed Quickbooks?
You are welcome
We will let you know as soon as there is an update from our senior technicians or a fix for the app issue
Just further to this can I ask do you add the transactions in via add transaction or via the cog in the top right and imports?
I have let @EmmaM know you've replied.
I had a thought of a different route you could take it, one which removed the need to snap anything to the transactions. As Emma mentioned, the facility to have the paid invoices affect the business income, have you tried to create a manual csv of all your cash income? For example, when your students pay cash; mark it down on an excel document on your mobile device or note the amount and date somewhere to later be added onto an excel document.
You could then take the excel document, put the Date they paid you in a date column, put Cash Payment from #name (as an example) in the description column, and put the amount in the amount column as a positive number. When you save it as a .csv file; you could then import this supplementary to your banking connections feed of transactions. If you'd like to know more about this option, Let me know and I'll elaborate on any questions you have.
I'll check in with Emma and she may post herself, if not I'll send another message shortly.
Thanks, I hear what you say about the excel sheet but I quite like having the invoices in on the transactions. Just to clarify what I do is email the pdf of the invoices to yourselves and then manually edit the title of each invoice and change it to business income.
I use the snap feature for capturing fuel receipts and other expenses. I think I will just keep going as I am but as said would be useful to be able to edit any incorrect receipts which I can only do by viewing online from a laptop at the moment. I am sure I used to be able to do this from the app.
Thanks for all your help