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Level 1

Quickbooks Online Receive Payment Automatically changing status as deposited

There has been a change made to Quickbooks recently where when I select Receive Payment from an invoice to see if I have payment information saved for that customer, but if I save that Receive Payment page without entering any payment information Quickbooks automatically marks that invoice as paid and deposited without processing any payment information.  How do I stop this from happening so that invoices don't mistakenly get marked as paid when payment has not been received?

2 Comments 2
QuickBooks Team

Quickbooks Online Receive Payment Automatically changing status as deposited

Hello there, @dl32.


It's great to have you here today at the Community. I'd be glad to help you with how to fix the automatically paid payments in your QuickBooks Online.


It's possible that the option to apply bill payments and credits automatically is enabled. This feature has the potential to convert your unpaid debts into paid bills. We can verify if the function is already enabled by performing the following steps:


  1. Navigate to the Gear icon.
  2. Go to Account and Settings tab.
  3. Find Automatically apply bill payments under the Automation tab. You have the option to disable it if you want.
  4. Click Save and hit Done button.


I’ve attached a screenshot to visualize below this information:


Furthermore, to clear the payment from the invoice page. Check out the steps below:


  1. Go to Sales from the left menu and then tap on Invoice.
  2. Open the invoice and click the payment link below the Payment Status Paid in the upper right corner.
  3. Then there's the date, which corresponds to when the payment was applied.
  4. On the Receive Payment page, click the Clear Payment button.
  5. Hit the Save and New button once done.

Then the status will now return to unpaid.


In addition, I've included an article on how to record invoice payments in QuickBooks Online.


Please let me know if there's anything else I can do with your invoices. Do you also need to record or generate other transactions? Let me know the details and I'll help you out again.

Level 1

Quickbooks Online Receive Payment Automatically changing status as deposited

Thank you for your reply.  I checked, the automatically apply bill payments was already turned off.  I did not have that on.  I am able to delete the erroneous payments like you have suggested but this poses a big problem as it is really easy for a salesperson to click receive payment, see that there is no card on file and accidentally click save instead of 'x' out of the page.  We have to manually check everyday that nothing has accidentally been marked as paid.  This has not been the case in the past.  I believe there was not a save option on the receive payment page until you entered a payment process of cash, check, processed a credit card.  Please advise if there is a way to prevent this from occurring. 

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