Payment Links on Sales Orders

lcarper · ‎February 14, 2024

The majority of our customers have to pay a 50% deposit on their orders as our products are custom. In previous versions of QB, I have created a deposit invoice which posted to a liability account. Once the entire order was ready to be shipped, we created a final invoice and entered a line item using the same liability account on the order with a negative amount. We then reconciled our prepayments liability account monthly.

This does confuse newer customers as they don't understand why we create multiple invoices for a single order.

However, now that QB can accept prepayments on the sales orders (just upgraded today), I'm very excited about not having multiple invoices. However, now I have a few questions.

1. With several of my customers paying via ACH, how can we generate a link for them to pay their deposit if we do not create an invoice? Any way to have one attached to their Sales Order?

2. Can a customer have a generic link to make a payment on their account?

3. If we are not sending an invoice, how do you let your customers know they need to send in a prepayment?

Thanks for any insight.

Carneil_C · ‎February 14, 2024

Thanks for laying out the details of your concern, @lcarper.

I want to make sure your concerns about payment links on sales order. Let me assist you with your queries one at a time.

Please know that the prepayments feature in Sales Orders is primarily used for tracking purposes. To generate links for customers to pay their deposit since you don't want to create an invoice, you can make a payment link. You can copy the auto-generated link and paste it into the memo or a field in the sales order.

Here's how:

From the Customers menu, select Payment Links.
Enter the details needed.
Once ready, click Send Payment Link.

Once done, QuickBooks sends an email with the payment details and a pay button to your customer. They'll be able to know that they need to send a prepayment.

You can also copy the auto-generated link and share it with your customer via text message or whatever messaging channel you prefer.

For more insights and more details to keep in mind about this payment link, please refer to this article: Send Payment links in QuickBooks.

If you want to create a credit or refund for your customer, this resource can help you with the process: Give your customer a credit or refund in QuickBooks Desktop for Windows.

You can always rely on me for additional assistance with QBDT tasks such as sales orders or any transactions. I'll be right there to help you whenever you need it.

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