Space for pervasive banner when authenticated
Create and send sales receipts in QuickBooks Online
If your customer immediately pays for products or services, create a sales receipt. You can also add multiple sales receipts all at once with QuickBooks Online Advanced. To create single and multiple sales receipts, follow the recommended steps outlined in this article.
Tip: If you have QuickBooks Payments, you can take and process payments in QuickBooks Online.
Get insights you need to make smart decisions with QuickBooks Advanced. See plans and pricing.
Video transcript
[0:00] Let's go over how to create a sales receipt in QuickBooks. We'll also show you how to use the undeposited funds account, so you can group transactions together into a single deposit to match your bank records. Note that if a customer pays you for their purchase right away, you record a sales receipt. But if they're going to pay you later, then you create an invoice.
[0:23] We'll go over that in a separate video. To start, go to the Create menu and select Sales receipt. Customer information is optional on a sales receipt, but if you want to track your sales by customer, you should enter it. The date of the sale defaults to today, but you can change it if the sale happened on another day. For Payment methods, select how your customer paid you.
[0:48] If you want to add a new payment type, you can select Add new. For this example, we'll select Cash, but if we got paid with a Check, we can record the checknumber. Next, tell QuickBooks where you're going to deposit the money. For this example, we will select Undeposited Funds. An Undeposited Funds account is a temporary account that holds payments you plan to deposit later at the bank.
[1:11] It lets you easily combine several payments together into a single bank deposit. However, if you're going to deposit this payment into the bank as a single transaction, then you can skip this and just select Bank. Next, in the Product and Service area, add what you sold to your customer. If you already set up the product in QuickBooks, you'll see the Description and Amount you entered earlier.
[1:35] You can also enter or change these while you create the receipt. If you haven't entered this item yet, select Add new and add it here. Select everything that's included in this sale. Once you're done, select Save and close. Once you're done, select Record and send if you want to send the customer a receipt or one of the other save options if you don't. You'll see your customer's receipt here.
[2:01] You can change the subject line and the body of the email that gets sent to your customer. Select Send and close when you're ready to send the receipt. Now you're ready to create your own sales receipt.
Create a sales receipt
Create a sales receipt manually for your customer in QuickBooks Online.
Select + Create.
Select Sales receipt.
From the Customer ▼ dropdown, select a customer.
Note: If you haven’t set up your customer yet, select + Add new.From the Select a product/service ▼ dropdown, select the product or service that you sold.
(Optional) You can edit your line item’s quantity or rate in the Qty and Rate field.
Fill out the other necessary fields in the sales receipt, then select Save. If you're ready to email the sales receipt to your customer, select Save and send.
Import multiple sales receipts in QuickBooks Online Advanced
In QuickBooks Online Advanced, you can import multiple sales receipts using Batch transactions and Import via CSV. This helps you to add multiple sales receipts all at once.
Step 1: Turn on Show Product/Service column on sales forms
To add multiple sales receipts, turn on the Show Product/Service column on sales forms option. This avoids errors when mapping QuickBooks fields on your CSV file as the *Product/Service field will show as missing.
Go to Settings
, then select Account and settings.Select the Sales menu, then the Products and services section.
Toggle on the Show Product/Service column on sales forms switch if the settings are off. If it’s already turned on, proceed to Step 2.
Select Save, then select Done.
Step 2: Import sales receipt via CSV
For multiple sales receipts, use the Import via CSV option. This lets you automatically add sales receipts at once.
Select + Create.
Select Batch transactions.
From the Select transaction type ▼ dropdown, select Sales Receipts.
Select Import CSV.
Note: The Invoice Date in the Batch transaction field only accepts MM/DD/YYYY date format. Make sure to edit the cell content in the CSV file.Select Browse and select the CSV file that you want to upload, then select Open.
(Optional) Select Add all new customers to the QuickBooks checkbox. This lets you add the customers from your CSV file that are not yet recorded in your QuickBooks account.
Select Next.
Match the column headers in your CSV file with their respective QuickBooks Fields.
Select Next.
Note: If you see fields highlighted in red, hover your cursor over them to see what’s causing the error. Follow the recommended steps to try and fix the issue.Select Save.
Sign in now for personalized help
See articles customized for your product and join our large community of QuickBooks users.
Call Sales: 1-800-365-9606
