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How do I book required sales tax that was not collected from a customer?

For my photography business, I failed to charge my first client the required state sales tax.  How do I  properly book the sales tax for that transaction?  Client has already made the payment for invoiced amount (less sales tax).  I will need to pay the sales tax out of my own pocket.

QuickBooks Team

How do I book required sales tax that was not collected from a customer?

You got a lucky client for not paying a sales tax, daa1. I will walk you through the steps to add it to their invoice.


Your question is tagged to QuickBooks Desktop and QuickBooks Desktop for Mac, so I’ll provide the steps for both. I’ll start with QuickBooks Desktop first.


If you haven’t set up your sales tax, we'll do that first.

  1. Click on Edit and choose Preferences.
  2. Go to Sales tax and select Company preferences.
  3. Select Yes for Do you charge sales tax?.
  4. Click on Add sales tax item.
  5. Select Sales Tax Item from the drop list, and enter the details of your state tax.
  6. Click OK, and click OK on the main setup window.

After the setup, delete the invoice payment because it’ll be applied differently if we’ll just add the tax to the invoice without deleting it. Once deleted, open the invoice and you’ll notice a TAX column on the table. Select Tax on the line item to indicate that it’s taxable, and so the invoice amount will be recalculated. Then, pay the invoice twice: 1 from your customer, and 1 from your end. Be sure to put a memo about this change.



If you're on QuickBooks Desktop for Mac, you'll follow the same process. Just check the User's Guide and go to page 186, the Setting up tax rates and agencies section.


You can run sales tax reports after editing the transaction. 


If you have other questions about sales tax or anything about QuickBooks, let me know.

Not applicable

How do I book required sales tax that was not collected from a customer?

Likely the best way to handle this is to edit the sale and add the sales tax to it, and then use a non-taxable discount type item to reduce the sale by the sales tax amount.  Since the discount will be set up as not taxable, the tax will not change and your sales tax reports and tax due will be correct.

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