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Level 2

Invoices/ payments

I am not sure who is putting in the invoices or payments not QB.

I get a report  from the credit card processor as to what is deposited into QB daily.

After I “add” an amount into QB, I click edit and check all the customers who’s payments are included in the deposit.

my problem is that sometimes all the customers/payments are not listed. I go back to the customer and find either no invoice, no payment or both .

i was told that an invoice doesn’t  flow into QB until it is finalized .

It makes no sense that there is nothing to apply the credit card payment to.

So, I have to wait to add the deposit until the invoice is paid in full!?


in desktop version, you can put in a payment even if there is no invoice. Once the invoice gets put in, a credited appears that can be applied.


1 Comment

Invoices/ payments

Greetings, Ladyaruba.

I'm here to help you enter a payment even without an invoice in QuickBooks Desktop.


QuickBooks Online has the flexibility to enter a payment without an invoice. You will first need to create a credit memo and then apply it to the invoice later on.


Here’s how to create a credit memo:


  1. Click the Plus (+) icon and select Credit Memo.
  2. Choose the customer name.
  3. Enter the Credit Memo Date.
  4. Fill in the necessary information.
  5. Click Save and close.

Apply the credit memo:


  1. Click Sales from the left pane.
  2. Select Customers and click the customer’s name.
  3. Locate the invoice you want to apply the credit to and click Receive Payment.
  4. Enter the necessary information on the Receive Payment window.
  5. In the Outstanding Transactions section, make sure that the correct invoice is selected.
  6. Click Save and close.


These articles are a good reference:


Drop a reply below if you need more help about invoices and payments in QuickBooks Online. Have a great rest of your day.

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