invoices and payments

Hello and welcome to the Community space, @jrl55.

I'd be happy to help you, but I need a little more information about your specific concern first.

Could you tell me what you're running into when managing your invoices and payments in QuickBooks Online (QBO)? Are you having trouble creating new invoices, encountering issues when recording customer payments, or are you dealing with a specific error message?

Any extra details will help me give you a personalized and helpful answer. In the meantime, you might find these articles useful for common tasks:

• Understand invoices in QuickBooks Online
• Receive and process payments

I'll be right here looking out for your response. Just let me know what I can do to help you next.

I manage property and have class set up for each specific property.  I have saved monthly invoice for each tenant. when I receive their payment either an auto deposit or a check I record them thru "receive payments". I "make deposits" and they show up, I click on them and record the deposit.  When I go to the checkbook I see the invoice for the tenant recorded in the register as a debit in accounts receivable.  I make a deposit  and its a credit so they off set each other which isn't right

Hi there, jrl55,

Thank you for providing additional details about the issue you’re encountering. I'm here to explain the process and ensure the double-entry workflow is clear. 

Before we proceed, could you clarify what you mean by the term checkbook? Knowing this information will help me address your concern more accurately.

In the meantime, please know that your workflow for handling tenant payments is correct. Also, please note that QuickBooks works using a double-entry accounting process. That said, when creating invoice, the system records it as a Debit in your Accounts Receivable account and a Credit in your Sales/Income account.

When the invoice is paid, the payment creates a Credit in Accounts Receivable, offsetting the earlier Debit from the invoice. Finally, once you make the deposit, the system records it as a Debit in your Bank Account and a Credit in Accounts Receivable.

If you’d like a deeper understanding of double-entry accounting principles, I recommend consulting your accountant, who can guide you in interpreting these entries and ensuring everything aligns with your books.

If you have other concerns or questions, feel free to comment below.