invoicing for a weekly invoice activity report

GolfNut72 · ‎September 17, 2025

I'm working with a client who uses a third-party service to oversee all orders from their website. They send a weekly report on Wednesday for the previous Wednesday - Tuesday activity. It lists all of the orders that it has processed.

The client receives the payment from the third-party service, deposited into his account on Friday.

What is the best approach to recording this transaction?

Should I create an Invoice for it (internal only) to record the sales, and then when the deposit arrives on Friday, mark it paid, and record the deposit in his bank? Or is there a better approach?

Thanks

EJ

Rainflurry

@GolfNut72

"Should I create an Invoice for it (internal only) to record the sales, and then when the deposit arrives on Friday, mark it paid, and record the deposit in his bank? Or is there a better approach?"

IMO, that approach is fine unless you/your client wants to run reports in QB that correspond to daily, weekly or monthly sales. Maybe your client is using the reporting from their web provider to break that down? An invoice that covers Tues - Wed won't show daily sales (obviously) and won't correspond to calendar weeks or months if that's important. In any case, it's good to break up the report for month-end (if possible) and certainly for year-end, but I'm probably telling you things you already know.

Kind of a bummer that your client's third-party payment provider holds their money for up to 9 days - (Wed sales deposited the following Friday if I'm understanding correctly). I've never seen a payment provider take that long to deposit funds. Hopefully, they offer your client low processing fees to offset that.

View solution in original post

MorganB

Thanks for posting your question here in the Community, GolfNut72.

I'm happy to provide some info about the activity report your QuickBooks Online client is using.

In this instance, I recommend checking to see if there is an app available for the third-party service your client is using. There are many apps that integrate directly with QuickBooks Online to efficiently record all of the related data for you. You can check them out here: QuickBooks Online Apps.

Please feel free to drop a comment below if you have any other questions. I'll be here to lend a hand.

GolfNut72

Morgan

I appreciate the suggestion, and I will double-check with my client, but I'm fairly sure that no app connects with QBO. The report that he receives via email on Wednesday is just a PDF. I believe that what the 3rd party is using is custom for their operations.

EJ

Rainflurry

@GolfNut72

"Should I create an Invoice for it (internal only) to record the sales, and then when the deposit arrives on Friday, mark it paid, and record the deposit in his bank? Or is there a better approach?"

IMO, that approach is fine unless you/your client wants to run reports in QB that correspond to daily, weekly or monthly sales. Maybe your client is using the reporting from their web provider to break that down? An invoice that covers Tues - Wed won't show daily sales (obviously) and won't correspond to calendar weeks or months if that's important. In any case, it's good to break up the report for month-end (if possible) and certainly for year-end, but I'm probably telling you things you already know.

Kind of a bummer that your client's third-party payment provider holds their money for up to 9 days - (Wed sales deposited the following Friday if I'm understanding correctly). I've never seen a payment provider take that long to deposit funds. Hopefully, they offer your client low processing fees to offset that.

GolfNut72

Thank you for your input, and I will try the Internal Only Invoice and see how well it works.

I just wanted to clarify that the 3rd party is not a payment provider. My client has a photography business, and they are his lab, with which he has contracted. Orders are placed and paid for through a website, and those orders are sent to the lab for immediate fulfillment.

The lab provides us with monthly reports, and we also have access to the raw data and can run any report that we might need.

Thanks

EJ

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