How to record payments without invoice

harryhaysom · ‎July 14, 2021

Hi, I'm new to quickbooks and trying to get my head around how to categorise transactions.

I have a client who I work for on a weekly basis and they have me set up as a 'regular contributor', which means I receive automatic payments without invoicing. I have my bank account linked up but I am not sure how to record these payments, should I create a receipt for each payement to then match up with, or can I just record them as a deposit?

Thanks

DivinaMercy_N · ‎July 14, 2021

Thank you for choosing QuickBooks as your accounting partner, @harryhaysom.

Yes, you can use a sales receipt or deposit to record the payments without an invoice. Then, ensure that you select the correct account for the transaction. Let me guide you how:

Create sales receipt

Sign in to your QuickBooks Online account.
Select + New and choose Sales receipt.
Pick the customer from the Customer dropdown.
From the Deposit to field, select the account you want the payment to be allocated.
Input line items for the products and services you sold.
Once done, click Save and close.

Enter bank deposit

Click the +New button and select Bank Deposit.
In the Account dropdown, choose the account you want to put the money into.
Input the needed details on the Add funds to this deposit section.
When done, click Save and close.

Also, monitoring your sales and customer transactions is easy with QuickBooks. This is more possible because the program has ready-made customer reports. To access them, simply go to the Reports menu and scroll down to the Who owes you section. From there, select any reports you'd like to open.

Please reach out to me if you have any other questions about recording payments without an invoice. Thanks for dropping by.

View solution in original post

DivinaMercy_N · ‎July 14, 2021

Thank you for choosing QuickBooks as your accounting partner, @harryhaysom.

Yes, you can use a sales receipt or deposit to record the payments without an invoice. Then, ensure that you select the correct account for the transaction. Let me guide you how:

Create sales receipt

Sign in to your QuickBooks Online account.
Select + New and choose Sales receipt.
Pick the customer from the Customer dropdown.
From the Deposit to field, select the account you want the payment to be allocated.
Input line items for the products and services you sold.
Once done, click Save and close.

Enter bank deposit

Click the +New button and select Bank Deposit.
In the Account dropdown, choose the account you want to put the money into.
Input the needed details on the Add funds to this deposit section.
When done, click Save and close.

Also, monitoring your sales and customer transactions is easy with QuickBooks. This is more possible because the program has ready-made customer reports. To access them, simply go to the Reports menu and scroll down to the Who owes you section. From there, select any reports you'd like to open.

Please reach out to me if you have any other questions about recording payments without an invoice. Thanks for dropping by.

JSlade · ‎August 31, 2022

There is a deposit on the bank statement that doesn't match any invoice. How do I record the deposit in QB online without a matching invoice. There isn't a customer account to link the invoice to. Please advise.

ReymondO · ‎August 31, 2022

Hi there, @JSlade.

I'll help you record the deposit from your bank statement.

You can create a dummy customer account to record this transaction inside QuickBooks. Then, use that to make a deposit in the program and match it with your bank statement.

Here's how to add a new customer:

Go to Get paid & pay or Sales, then choose Customers (Take me there).
Select New customer.
In the Customer display name field, enter what you want to display for the customer. (this is a required field)
Then, review each section and enter any other important customer info.
Click Save.

When you're done, you can now use the Bank deposit feature to record the transaction.

I'd also recommend reaching out to your accountant for further advice in recording the statement. That way, we can ensure that your books are accurate.

If your account is connected to QuickBooks Online Banking, here's how to review and match your downloaded bank transactions.

Please let me know if you need further help in recording your sales and expenses inside QuickBooks. I'm always here to help. Take care and stay safe.

linda173 · ‎February 16, 2023

We have Quickbooks Essential Online. When we receive a customer payment how do we record it without an invoice? Invoices are not issued to the customers from Quickbooks. They are done in Excel and mailed to the customer. The customer pays upon completion of the project via ACH to our bank. Our bank is connected to Quickbooks. Any help would be appreciated.

Fiat Lux - ASIA · ‎February 16, 2023

@linda173

Use the Sales Receipt feature mentioned by Divina_N

You can also prepare the Sales Receipt data in XLS format and import them in bulk

https://get.transactionpro.com/qbo

As an additional option, use the backup restore app before connecting the apps.

https://partnerwithus.rewind.com/quickbooks

linda173 · ‎February 16, 2023

But there doesn't have to be an invoice recorded in quickbooks correct? Posting the customer payment as a sales receipt is sufficient?

Fiat Lux - ASIA · ‎February 16, 2023

You don't need to use Invoices if your customers don't ask for them. You can use Invoice or Sales Receipt to receive payments. Sales Receipt is perfect if you receive payments on the spot.

linda173 · ‎February 16, 2023

@Fiat Lux - ASIA thank you so much. I was getting concerned I was doing it improperly. I guess I was recording it correctly in 2022. I'm just going over everything to make sure I did things correctly. What a relief!

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