QB Payment

Thanks for reaching out to us, Seebes.

I'll show you another method for requesting a deposit from a customer using QuickBooks Payments.

There is currently no way to prevent QuickBooks Payments from creating a sales receipt when sending a payment link to a customer. That works as designed since it's equivalent to receiving payment in real-time.

Instead of sending a payment link, you can create an estimate to request a deposit for your customer. QuickBooks automatically marks the estimate as accepted when your customer pays the deposit. The estimate is then converted to an invoice and recorded the deposit as a partial payment on the new invoice.

Here's how:

1. Select + New, then Estimate.
2. Locate the customer from the ▼ dropdown.
3. In the Product or service field, click the ▼ dropdown and choose your product or service. Then add the rate, if needed.
4. To request a deposit, hit the + Request a deposit. Then enter the amount.
5. The payment methods for the deposit are displayed in the Ways to Pay section. To edit, turn on/off the switches under Payment methods.
6. Once done, select Review and send to save and send the estimate to your customer.

When the customer selects the Review and pay option in the estimate email, they will be able to review the estimate before accepting and paying the deposit online. Check out this article for more details about this process: Request and accept deposits on estimates in QuickBooks Online.

Another way is to delete the auto-created sales receipt and manually record the deposit. For a comprehensive guide, please see this link: Record a retainer or deposit.

I also recommend that you consult with your accountant before deleting the transaction to ensure that your books are accurate.

For more information on managing your company's income and customers, please visit our Sales and customers page. Here you'll find topics and discussions to assist you in completing your QuickBooks tasks.

Let me know if you need anything else in QuickBooks. I'll be around to help you.

Thanks for the reply.

I can follow your directions until step 4. I do not see where to add request deposit. 

I will also try your other suggestions for cleaning up my books. 

Thanks for getting back, @Seebes.

Yes, my colleague is correct about the unavailability of turning off the automatic sales receipt in QuickBooks Payments.

Also, regarding the steps provided to request a deposit for your customer. You’ll have to link your QuickBooks Payments subscription to QuickBooks Online (QBO).

Here’s how:

1. Log into your QBO account as an admin.
2. Go to the Gear icon, and select Account and settings.
3. Select the Products and services tab.
4. Select Connect or Link Merchant Service under Existing Accounts.
5. Choose the QuickBooks Payment account you want to link in the window. Then select Connect.
6. Make sure the account information is valid by going over it. Select Connect if everything seems to be in order.

I included this article for detailed information about connecting your QBO company file to QuickBooks Payments: Connect your QuickBooks Payments account to QuickBooks Online

Once done, you’ll now have the option to click + Request a deposit and proceed with the steps.

Keep in touch if you have more questions about sales receipts. The Community always got you. Stay safe!

Thanks for your suggestions. I'm in 'Accounts and settings'. Then I have 'Payments' which seems like the right menu but does not look like what is in the video link you sent. 

At the top of that menu shows 'Merchant details' and I have an account there. When I click on manage it takes me to the QuickBooks payments site. 

So I believe my Payments account is already connected to QBO. 

Any other ideas? 

Thanks for the update, @Seebes.

Let's perform some troubleshooting steps so you can request a deposit on estimates in QuickBooks Online (QBO).

Yes, based on your description, I can tell that your QuickBooks Payments account is already connected to QBO. With this, you should be able to request a deposit on your estimates through the + Request a deposit option. 

Since the said option is inaccessible, you may have a browser cache-related issue in your account. Your browser saves files to load websites faster on your next visit. But over time, it'll get outdated, which can cause performance issues using QBO.

To fix this, you can perform some troubleshooting steps. Start by pulling up your QuickBooks Online (QBO) account using a private browser (incognito). Here's how:

• Press Ctrl + Shift + N (Google Chrome)
• Ctrl + Shift + P (Firefox)
• Control + Option + P (Safari)

Once signed in, go to the + New button to create an estimate. Then, follow the step-by-step guide in this article to request a deposit on your estimates: Request and accept deposits on estimates in QuickBooks Online.

If you've successfully selected the + Request a deposit option, return to your default browser and clear its cache. This will refresh the system and remove older data that causes viewing and performance issues. However, if this matter continues, I'd recommend using other supported browsers.

However, in case the issue continues, I encourage you to reach out to our Customer Care team. They can check the connection between your QuickBooks Payments and QBO accounts and guide you with a fix.

Also, you may want to check out these articles as your reference to guide you on how you can check when QuickBooks deposits customer payments into your bank account and learn how new estimates and invoices can help you get paid fasted in QBO:

• Find out when QuickBooks Payments deposits customer payments
• See what's new with estimates and invoices in QuickBooks Online

Let me know if you have other payment concerns or questions about managing sales and income transactions in QBO. I'll gladly help. Take care, and I wish you continued success, @Seebes.

Thank you.

I tried incognito mode and I still do not see a spot to request a deposit on the estimate. 

I will reach out to customer service. 

Thanks again 

Just to close the loop. Customer service was not able to help me be able to use the 'request a deposit ' feature not were they able to tell me why I don't have that functionality. So if someone has an explanation, I'd love to hear it. 

She was able to give me a work around that involves:

1. starting with an estimate

2. Converting that estimate to an invoice but only for the amount I require for the deposit. So I generally take a 50% deposit, so I request 50% on the invoice for the line items.

3. After the work is complete, I return to that invoice, add any additional items used for the job, if any, and resend the invoice for the remaining balance. 

I will give it a try the next time and see.if it works. 

Hopefully that helps someone in the same situation. Please feel free to reach out if you need more explanation.