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d_collins
Level 2

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

I have a client that wrote a check out to my business instead of paying through the invoice link. I did not know this until after it was sent out. I use the Self Employed version of quickbooks and I need to be able to make sure that the invoice is marked as paid and relate it to the check once it has been deposited. How can I accomplish this?

Solved
Best answer September 03, 2020

Best Answers
MorganB
Content Leader

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Good morning, d_collins.

 

Thanks for following up on this thread. I'd be glad to provide some additional info about the invoice that was paid with a check.

 

Once the invoice has been marked as Paid, head over to the Transactions list, then:

1. Locate the check payment and click the small black arrow to the right of the transaction to expand the options.

2. Enter a note stating something like "This check was paid in association with invoice #123."
3. Select Save when you're finished.

 

By adding the notation you'll be able to relate the income to the invoice. Please feel free to reach back out if you have any other questions. Take care!

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9 Comments
IamjuViel
QuickBooks Team

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Greetings, @d_collins.

 

You can manually mark the invoices as paid. I can guide you on how to do it.

  1. Go to the Invoices menu.
  2. Locate your client's invoice.
  3. From the Action column, pick Mark as paid

Once completed, locate the check payments that your client has paid on the Transactions page. Just make sure to mark it as Income. You can check this article for more detailed insights: What happens when you send an invoice?

 

Get back to us here if you have other questions about tracking your income and expense transactions in QuickBooks. I'm more than willing to assist.

d_collins
Level 2

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

I did that, but I want to make sure that I can relate that transaction now marked as income to the invoice.

MorganB
Content Leader

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Good morning, d_collins.

 

Thanks for following up on this thread. I'd be glad to provide some additional info about the invoice that was paid with a check.

 

Once the invoice has been marked as Paid, head over to the Transactions list, then:

1. Locate the check payment and click the small black arrow to the right of the transaction to expand the options.

2. Enter a note stating something like "This check was paid in association with invoice #123."
3. Select Save when you're finished.

 

By adding the notation you'll be able to relate the income to the invoice. Please feel free to reach back out if you have any other questions. Take care!

View solution in original post

d_collins
Level 2

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Yeah, that was my initial plan, but I wanted to make sure there wasn't a more elegant way to link the invoice with the income. It isn't a huge issue for me to do it that way, but I just wanted to make sure I wasn't missing anything.

 

Thank you and I'll go ahead and select that as the best answer.

MorganB
Content Leader

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Gotcha, d_collins.

 

You had it right! But it never hurts to make sure. 

 

You're always welcome here in the Community if you ever have any other questions.

Recirculate
Level 1

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

"Mark as Paid" is not a choice.  The only choice is "Receive Payment"  The issue I have come up with is that the "PAID" watermark no  longer shows on the PAID invoice.  Also, my invoices are showing paid...YET...the balance is still showing due.  I don't know how to make it show the amount paid and then the balance showing $0.00  Please help

JamesDuanT
Moderator

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Hello there, Recirculate.

 

Invoices in QuickBooks Self-Employed are for tracking purposes only. The steps provided by IamjuViel should be able to help you mark the invoices as Paid. You can also use this link for reference: Create invoices in QuickBooks Self-Employed.

 

If the invoices still show as overdue even after marking as Paid, we can do a few troubleshooting steps to get this working again. Cache helps your browser's background processes run smoothly. However, it can also cause issues when piled up. Here's how to get rid of any-cache related concerns:

  1. Open a private browser and log in to your QBO account. It uses but doesn't store cache.
  2. If you can mark the invoices as Paid successfully, we can go back to your regular browser and clear the cache.
  3. Other supported browsers are good alternatives, too. Each of them uses a different cache.

Otherwise, I'd recommend contacting our Customer Care Team. They can pull up your account and review the details. You can reach them through this link: Contact QuickBooks Self-Employed Support.

 

Let us know how this goes so we can further assist you.

jbinteriors
Level 1

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Thank you this was very helpful! I have a similar question but related to clients who pay me via Venmo or Zelle. I like to create and send my invoices in Quickbooks. For the payment options, I uncheck Bank transfer or Credit Card for the clients that pay me via Venmo or Zelle. Once they pay me via Venmo or Zelle, I reconcile that like what you noted above regarding checks, but then sometimes it still shows that the invoice is unpaid. When I link the payment with the note "ex: Invoice 123", then how does that link back to the invoice tab/page where the invoice still notes that it is unpaid?

 

Thank you!

MirriamM
Moderator

Client wrote a check instead of paying via invoice. How do I mark an invoice as paid and relate it to the invoice itself?

Thanks for joining the thread, @jbinteriors.

 

QuickBooks Self-Employed (QBSE) features simple invoicing, which helps create professional-style invoices for use in billing your clients.

 

When marking invoices as paid, this will not affect the income account or income statement unless the payments are recorded through the Transactions page. If you’d like to record the income of your invoices, you'll need to manually add transactions. However, if your bank account is connected, all you have to do is to categorize payments.

 

To record the payment, here’s how:

  1. Click Transactions on the left panel.
  2. Click the Add transaction button.
  3. Enter the payment datedescription, and amount.
  4. Select the category.
  5. Click Save.

For additional reference, here’s a great resource that you can check: Manually add transactions in QuickBooks Self-Employed.

 

To know more on how the Invoice feature works in QuickBooks Self-Employed, visit these articles: 

If you have further questions in managing your QBSE account, let me know. I'm here for you. Have a great day!

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