Receiving payments after credit card payment has been deposited in bank

thetaracer · ‎October 05, 2021

I'm so green at this I hope this is in the correct place.

I have set up my QB Desktop to accept credit cards. I have gotten paid by two different clients by them clicking the link to make payment from the emailed invoice. I received email notification from QB that the payments were made and the payments have hit my bank account but the invoices are still showing as open in the system. So the question is do I have something set up wrong or am a missing a step to receive the payments to clear the paid invoices.

Any help would be greatly appreciated.

Thank you.

Doug

ChristieAnn · ‎October 05, 2021

Hi there, thetaracer.

Thank you for visiting the QuickBooks Community. I'll share some details on how invoice payments work when using QuickBooks Payments. Then, to ensure you're able to see the entry as paid in the QuickBooks Desktop software.

When you have QuickBooks Payments and your customers pay their invoices online by credit card or ACH bank transfer, there's a specific time for payment to deposit. The customer payment usually reaches your deposit bank account within 2-3 business days of the transaction. It can also vary on how long it takes the bank to verify and process electronic deposits. With this, once payment has been applied to an invoice, its status will automatically show as paid.

If you're a new user, we deposit your funds within five business days after your first payment. Your first deposits take a bit longer while we set up your merchant account. Then, once payment has been applied to an invoice, its status will automatically show as paid. That said, it could be the reason why invoices are still showing as open in the QBDT system.

If the invoice is still shown as open within the given length of time, I suggest closing and reopen your QuickBooks Desktop. This is to ensure that you can start using the system with a clean slate and to see the latest data you have in your company file.

If the issue persists, I reccomend updating QuickBooks Desktop to the latest release to keep your software up-to-date so you always have the newest features and fixes. You can click this article to see steps on how to perform the process: Update QuickBooks Desktop to the latest release.

Please also refer to this article to see how QuickBooks Payments deposits work in QuickBooks: Common questions about payments deposits in QuickBooks Online.

Don't hesitate to post again here in QuickBooks Community if you have additional questions. I'll be right here to help. Have a great day!

View solution in original post

ChristieAnn · ‎October 05, 2021

Hi there, thetaracer.

Thank you for visiting the QuickBooks Community. I'll share some details on how invoice payments work when using QuickBooks Payments. Then, to ensure you're able to see the entry as paid in the QuickBooks Desktop software.

When you have QuickBooks Payments and your customers pay their invoices online by credit card or ACH bank transfer, there's a specific time for payment to deposit. The customer payment usually reaches your deposit bank account within 2-3 business days of the transaction. It can also vary on how long it takes the bank to verify and process electronic deposits. With this, once payment has been applied to an invoice, its status will automatically show as paid.

If you're a new user, we deposit your funds within five business days after your first payment. Your first deposits take a bit longer while we set up your merchant account. Then, once payment has been applied to an invoice, its status will automatically show as paid. That said, it could be the reason why invoices are still showing as open in the QBDT system.

If the invoice is still shown as open within the given length of time, I suggest closing and reopen your QuickBooks Desktop. This is to ensure that you can start using the system with a clean slate and to see the latest data you have in your company file.

If the issue persists, I reccomend updating QuickBooks Desktop to the latest release to keep your software up-to-date so you always have the newest features and fixes. You can click this article to see steps on how to perform the process: Update QuickBooks Desktop to the latest release.

Please also refer to this article to see how QuickBooks Payments deposits work in QuickBooks: Common questions about payments deposits in QuickBooks Online.

Don't hesitate to post again here in QuickBooks Community if you have additional questions. I'll be right here to help. Have a great day!

thetaracer · ‎October 07, 2021

Thank you for this info. I was able to dig around and figure out that I had a setting wrong for when the syncing with the bank would happen. I believe it is set up correctly now because the invoices are showing as paid.

teeljohn · ‎May 21, 2022

Regarding the following,

If you're a new user, we deposit your funds within five business days after your first payment. Your first deposits take a bit longer while we set up your merchant account. Then, once payment has been applied to an invoice, its status will automatically show as paid. That said, it could be the reason why invoices are still showing as open in the QBDT system.

How do I apply the payment from a credit card that has posted to my bank and posted to my merchant processing on QB desktop? I cant figure it out John

katherinejoyceO · ‎May 21, 2022

Thanks for following this conversion, @teeljohn.

As an insight, you don't need to do anything if you're utilizing QuickBooks Payments (Merchant), because the payments will sync with your transactions.

Here's what you can do if you're using a different payment provider:

Pay your invoices and make sure they post to the Undeposited Funds account.
Group the payments in one deposit transaction.
If there's a credit card processing fee, add it as a line item with a negative amount.

Check out this article for further information on adding and matching bank feed transactions in QuickBooks Desktop.

If you have any other concerns, please let me know. I'm only here to assist.

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Receiving payments after credit card payment has been deposited in bank