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ceuc
Level 1

How to best match online payments (made through QBO) with invoices

Forgive me if this has already been answered somewhere else and I missed that answer.

 

We are new to QBO - have used desktop versions for many years.

Until we moved to QBO, we only accepted payments by physical check or manually took payment over the phone.  Using this method, it was very easy to match the payment to an invoice.

We have moved to QBO and have begun to accept payments online using QBO.  We are currently invoicing through QBO (and have turned on accepting credit cards and bank transfers).

We are emailing our invoices through QBO.  Up to this point, it has been a much easier workflow.

 

We have received some payments on-line and some of those payments have processed without any issue.

 

However, there are some payments that we have to confirm in our bank account.  But when I look at the payment that is recorded in the bank account, I don't see any information about who sent that payment other than "Intuit payment SOLN...."

If I click on "Find match" I am sometimes given multiple invoices to choose from (In one example, QBO found 8 separate "matches").  But I don't have information that lists who really sent the payment in the first place.  So, I can't easily match this payment with an open invoice.

 

I have also looked at the Deposits page (Sales >> Deposits), and sometimes that helps.  However, the information listed there seems to be the confirmation number, payment method (credit card), "name", fees and amount paid.  The names field seems to contain the name of the individual that paid rather than the company.  Most of the time, that is okay and I know the person that made the payment.  However, sometimes (seemingly mostly bank transfers) the "name" may be a partial name or a name that I am not familiar with (perhaps a person in the AP department?).

 

Surly, I am missing something rather simple.  When we email the invoice, the invoice number is part of the subject line in the email.  When the customer goes to make the payment, the invoice number is listed on the QBO page that they are directed to.  What is the easiest way to see the invoice number that is associated with that payment?  If I can't find an invoice number, I should at least be able to view the correct company that made the payment. 

 

Again, all of these transactions (invoices and payments) are being managed by QBO. 

 

Thank you in advance for your assistance.

3 Comments 3
RenjolynC
QuickBooks Team

How to best match online payments (made through QBO) with invoices

I'd be happy to show you the steps where you can see who paid in that deposit, ceuc.

 

You can either sign in to the Merchant Center or follow these steps:

 

  1. In your QuickBooks Online account, click the Gear icon located in the upper right-hand corner.
  2. Select Account and settings.
  3. On the left panel, click Payments.
  4. Go to the Merchant Services and click Activity Reports > Deposits.

Please see this sample screenshot for a visual guide:

 

Once you have the deposit information, you can proceed with matching the transactions to the Banking page. Here's an article for the instructions: Categorize and match online bank transactions in QuickBooks Online.

 

You can also read this article for more information: Common questions about payments deposits in QuickBooks Online.

 

I'm here if you have any additional questions or other concerns about QuickBooks Payments. Just leave a reply below and I'll get back to help you out again.

ceuc
Level 1

How to best match online payments (made through QBO) with invoices

Thank you for the information.  The merchant account does provide some additional information.  However, I don't see that invoice number associated with the payment.

 

Our issue is that we can send invoices for the same amount to different customers, as I imagine many companies would do.  So, I can't just use the invoice amount as the matching qualifier for the payment. 

 

When a payment is being made on-line (from the invoice that was being sent via email, from QBO), the customer is being sent a specific invoice to pay. When the payment is made and the day's payments are batched, I assume that we should be able to identify all of the invoices that were included in that batch.

Is that a correct statement?

 

I am also having an issue with the Settings and Notifications on the Merchant portal.  As others have reported, to email settings are not visible under the "Settings and Notifications".  The only option is to set the landing page when you log in.  (Yes, I am the account owner, I have set my email to have "Full Admin", and have reached out to the Payment team for help.)  I seem to get some email notifications, but not all. 

 

I really need to be able to match my on-line payments from QBO to the correct invoices that I am sending and managing from QBO.  I think I am just missing some small setting or something, but this is EXTREMELY important. 

 

Additional input and advice is greatly appreciated.

GlinetteC
Moderator

How to best match online payments (made through QBO) with invoices

Thanks for getting back to us and providing additional details, ceuc. I'll make sure you'll be able to match your online payments to the appropriate customer's invoice.

 

If you receive invoice payments to Undeposited Funds, you'll have to create a Bank Deposit and select those invoices to match the deposit amounts from your bank register. I'd be glad to walk you through the process:

 

  1. Go to the + New button and select Bank Deposit.
  2. Choose the account from the Account drop-down you want to deposit the money.
  3. Select the box for each payment and make sure the deposit total and selected payments match your deposit slip.
  4. Click Save and close.

For additional information, please check it here.

 

Following these instructions, you can now match your online payments to the correct invoice.

 

I've also added some links below about matching transactions in QBO for additional reference and guide:

Please know that I'm just a post away if you have any additional questions concerning payments or any QuickBooks related concerns.

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