Matching Customer Invoices with Payments (Business Income)

I'm here to help and provide clarification about matching invoices to customer payments, JessiCakes Weddings.

QuickBooks Self-Employed (QBSE) only provides simplified invoicing. Thus, the ability to match payments to sales transactions is currently unavailable.

I can see how being able to match your business income to invoices would benefit your business. This will help you efficiently organize your sales records. I suggest submitting feedback about this feature so our engineers can consider adding it in future updates. 

Here's how:

1. In your company, head to the Gear icon and select Intuit Account.
2. Select Feedback to send your product suggestions.

This article provides an overview of the tasks available in the invoice feature: Create invoices in QuickBooks Self-Employed.

QuickBooks Online (QBO) allows you to manage your customers' entries and match them to the ones recorded in your company. You can also perform other accounting tasks from there. To learn more about the features and benefits of each QuickBooks version, click here for more information. Also, this guide tackles moving your QBSE data to the online platform: Switch from QuickBooks Self-Employed to QuickBooks Online.

Furthermore, the QBSE hub contains topics that will walk you through the process of handling your taxes, forms, and mileage tracking, to name a few.

Feel free to click the Reply button and leave your comments if you require any additional assistance with your invoices or other QBSE-related processes. I'm always ready to lend a helping hand.  Have a wonderful rest of your day.

I recently switched to QBO. Can you please clarify how to match an App Transaction to an Open invoice?

Thank you.

I'm here to help and ensure that your questions are addressed accordingly, @LFK.

If the transaction is imported from the App as a sales receipt, we are unable to match it to the invoice. We can remove the invoices and save the sales receipt to avoid duplicates. To accomplish that, choose More and then click Delete on the list.

Additionally, you might also want to check out this helpful article to know how to manage your account register and utilize its related functions: Find, review, and edit transactions in account registers.

Let me know if you have other questions about matching transactions in QuickBooks. I'm always here to help.

Hi Maybelle_S, Thanks for responding. 

Many of my clients pay for their invoices with 'Square Point of Sale' and 'Paypal'. 

Square and Paypal are both connected to my QBO and automatically import all transactions into 'App Transactions'.

However, all App transactions import as 'Sales Receipts', which creates an additional/duplicate transaction, not linked to the customer or their invoice. I need to apply that payment to their open invoice instead of a new sales receipt. 

I do not want to manually create a new payment and delete the sales receipt every time, especially since the auto-imported transaction is linked to it's own merchant fee, transaction details, deposit details etc.

Hopefully you can help,

Thanks!

Hello, LFK.

I understand you want to match an imported App transaction to a QuickBooks Online transaction. I'll share additional information on handling these transactions.

QuickBooks is dependent on the data shared by Square Point of Sale and PayPal. The option to match App transactions to the invoice is unavailable if it is imported as a Sales receipt. Since invoice and sales receipt are both sales transactions. You can delete the related invoices and keep the sales receipt to prevent duplicate income.

To do so, locate the invoice transaction and select More. Then, from the list, choose Delete.

For your reference, you can read this article for insights: Record commonly-used transactions.

In addition, I've included this resource to assist you in running reports if you want to see the various aspects of your business: Run reports in QuickBooks Online.

If you need further assistance managing your App transactions, let me know. I'll be around to help you.