Quickbooks online Bill Pay

stevenstorch · ‎July 09, 2024

I use quickbooks billpay to pay checks to customers. Many of my payments are showing up as Void. I did not instruct quickbooks to void the payments.

It seems like quickbooks automatically voids payments. I am wondering if they are voided possibly because:

1) the check has not cleared after a certain period of time?

2) the check is returned back to quickbooks?

3) Other reasons?

Also when I click on "Show Details" next to the voided check it gives me a blank screen with no explanation. (Obviously a system bug)

Does anyone have any ideas on this? I have reached out to three people at quickbooks and none of them have been able to give me an answer that makes any sense

LeizylM · ‎July 09, 2024

Let's work together to understand what happens with these voided payments and find a solution to ensure your bill pay process runs smoothly, stevenstorch.

In QuickBooks, checks that haven't cleared after a specific period will not be voided automatically. Checks usually remain in a sent or pending status until they are cleared or voided manually.

To verify the payments, we can review the Audit Log to see if it shows any details about when and why they were voided. I'll show you how:

Go to the Gear icon, then choose Audit Log under Tools.
Select the Filter button.
Choose the appropriate User, Date, or Events filter to narrow the results.
Under the Events section, click the radio button beside Show only these events, then check the box beside Transactions.
Click Apply.

For additional resources, let me share these links to guide you on managing a customer credit or overpayment. From there, you’ll learn how to track excess payments and void or refund a transaction.

I'll be right here to keep supporting you if you have additional questions about processing refunds. The Community forum is always available to help you.

stevenstorch · ‎July 10, 2024

Thank you for getting back to me. I appreciate it.

Dozens of my bill payments which were sent as physical checks by Quickbooks have been Voided by Quickbooks. The problem is not that they were voided, the problem is that no one who works at Quickbooks can give me a clear explanation as to why?

I was on the phone today with four different Quickbooks helpdesk people and not one single person had an answer for me. In fact the last person that I chatted with gave blatantly wrong information. He told me that if the checks are not cashed within one week, then the system automatically voids them. He wrote the following " After a week we have delivered the check once it still not deposited on your vendors end it will be voided automatically." How could that possibly be true? - One Week?

Some possible reasons for the checks being voided are:

1) The addresses were wrong due to vendors moving or other reasons and the checks were mailed back to Quickbooks.

2) The checks were not cashed within a certain period of time. (Maybe two or three months?) and Quickbooks voids Stale Checks after a certain period of time.

In the Bill Pay system when I click on "Show Bill Payments" there is a schedule of all payments with their status. When I click on "View Details" next to the voided checks I get a blank screen. What I should be seeing is the reason why each check was voided. For example, it should say "Returned check" or 'Stale Check". Instead there is a system error in Quickbooks and nothing shows up at all except a blank screen.

I need someone to explain the process to me. This should be very simple to answer.

1) How long does it take for a check to become "stale" before Quickbooks automatically "Voids" it?

2) After a check is voided, do you immediately credit our account back?

3) Is there an easy way to see why a check has been Voided by Quickbooks or is it a black hole? Your developers need to allow the customers like me to see the details behind a voided check.

Before you make me jump through hoops chasing the answer, can't you or another expert simply answer these questions.

Thank you,

[PII Removed]

MarkAngeloG · ‎July 10, 2024

Hi there, Steven.

I understand how challenging it is when your checks are automatically voided, and you need to know why. Rest assured, I'm here to guide you to get the best help available to investigate this case further.

Head to this link: Contact Us.
Select QuickBooks Online product and click Continue.
Select Contact Us and choose a way to connect with us:

Start a chat with a support expert.
Get a callback from the next available expert.

Contacting our support is the best way to dive through the causes of your checks being voided automatically. They have the right tools to review when the check will be credited to your account and the period of time when a check becomes a stale in QuickBooks Bill Pay.

Additionally, you can check out this article to gain more information about QuickBooks Bill Pay: Learn about QuickBooks Bill Pay for QuickBooks Online.

Please don't hesitate to reply below if you have additional concerns besides checks automatically voided in QBO. I'm here to assist you at any time.

stevenstorch · ‎July 10, 2024

Horrible answer. I have spoken with four people already who have absolutely no clue. I have asked a very straightforward question and neither you nor anyone else can give me the answer. If I don't get an answer from someone I will not use Quicken Bill Pay anymore. Your customer service SUCKS.

MAnneJ · ‎July 10, 2024

I appreciate the time and effort you've put into this, and you're always valued, Steven. Let me go into details about these voided checks and discuss further.

QuickBooks doesn't automatically void checks since it will affect your records. To check the information of the voided check, we can go to the Audit log. Doing so enables you to view the details.

Here's how:

Go to the Gear icon, then choose Audit Log under Tools.
Select the Filter button.
Choose the appropriate User, Date, or Events filter to narrow the results.
Under the Events section, click the radio button beside Show only these events, then check the box beside Transactions.
Click Apply.

Additionally, you might want to check this article and learn what to do in QuickBooks Online when a customer overpays you: Handle a customer credit or overpayment in QuickBooks Online.

I'm always available in the comments if you require additional assistance managing your checks. Just leave a reply in the comments, and I'll surely get back to you. Have a great day ahead.

Deity Alpha · ‎July 10, 2024

@stevenstorch

Consider having a free billing management app to sync with QBO and compare their service. When a check is not deposited, you will get a reminder email 14 days after the check was sent to your vendor. On day 15, you can void the check easily and resend the payment, or get your funds back in your bank account within 5 business days. You can track all those things on your dashboard.

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