Instant Accept Payments

RE: Many of our payments are recurring through Instant Accept and when they get applied to the customer account they are applied to an AR Account that is inactive in the payment window which means I have to go into each payment and select the correct AR account and then re-apply the payment. 

Questions:

- How are the payments added to your QuickBooks file?

- What is the name of the A/R account that is used? What is the desired account name?

Instant Accept is an Intergrated Application in QB's.

This only happens with the recurring transactions.  In the payment window under AR Accounts they are being applied to Accounts Receivable - Coppell (inactive) instead of Accounts Receivable - Grapevine.

This means the payment never gets applied to the invoice unless I go into each payment and manually change it from Coppell to Grapevine.  Then the invoices show up and I can put a check mark next to the invoice I am applying the payment to.

Thank you for providing the details, BCKim.

I've checked and found out that the third-party application you're using isn't fully integrated with QuickBooks Desktop yet. 

Keep in mind that QuickBooks will base it on the initial setup and how data is transferred from the third-party app. As a result, you should check the app's preferences and make any necessary changes, or you can modify the Account Receivable account manually each time you process a payment.

I've added this link where you can check or look for other compatible applications for QuickBooks Desktop: Apps for QuickBooks Desktop. It includes additional information about the app as well as user reviews.

You can also visit this article if you'd like to explore other option in taking and processing payments in QuickBooks Desktop.

Please don't hesitate to contact us again if you have any further payment concerns. I am always available. Enjoy your day.

Thank you for your response Archie.  I have been working with Instant Accept and their tech team for 6 months trying to find a solution.  I understand that they are not a "fully intergrated" application but they also only sync with QB's and do not write to QB's.  I still feel that this is a QB's problem.  Is there a way to not only make the AR account that hasnt been used in over 10 years inactive but also make it where QB's does not even recognize it so it cannot be a default???  Instant Accept has worked amazing for us and give us the lowest cost fees so I really do not want to look into other options.

Hello there, @BCKim. I want to ensure your payment issue will be taken care of. 

Thanks for getting back here and providing additional information about your issue. 

To further check the reason why transactions from Instant Accept get applied to inactive accounts receivable in QuickBooks, I recommend reaching out to our Customer Care team. Once connected, you can request a screen-sharing session so they can investigate the root cause of the error. This way they can advise you on what actions to take. Here's how:

1. In your QuickBooks account, go to the Help menu and select QuickBooks Desktop Help.
2. Then, click Contact Us.
3. Next, give a brief description of your issue and select Let's talk.
4. From there choose a way to connect.

I've also added this awesome resource that you can use as a guide in managing customer transactions. It includes 6 different workflows to help you organize the cash flow, and track sales, receivables, and profitability more accurately: Get started with customer transaction workflows in QuickBooks Desktop. 

Please let me know updates on how the interaction with the support goes. I appreciate any information you can add. Also, feel free to post again here in the Community if you have any other QuickBooks-related concerns. I'm always here ready to lend a hand. Have a great day ahead and keep safe.