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Level 1

A client paid online thru another service and then paid thru Quickbooks Merchant service.

Does the payment post even though there is no matching invoice?

5 Comments
Moderator

Re: A client paid online thru another service and then paid thru Quickbooks Merchant service.

Thanks for posting in the Community, pecoairdispatch.

 

If the client made an online payment, QuickBooks automatically matches it with the invoice sent. If you haven't created an invoice, yes, the payment will still be posted but as an unapplied payment/credit on their account.

 

In this case, you'll need to generate an invoice to apply the credit. Here's how:

 

  1. In your QuickBooks company file, go to the Customers menu at the top to get to the Create Invoices372.PNG
  2. Choose the client's name in the Customer:Job drop-down.
  3. Enter the other necessary information.
  4. Hit Save & Close373.PNG
  5. Now, go back to the Customers menu to get to the Receive Payments374.PNG
  6. Select the client's name again in the Received From drop-down.
  7. Place a checkmark on the invoice you just created.
  8. In the Unused Credits section at the bottom, click Apply Credits375.PNG
  9. On the pop-up window, place a checkmark on the credit, then hit Done and Save & Close376.PNG

 

For additional resources, consider checking out these articles:

 

 

Please let me know if you have any other concerns by leaving a comment below, and I'll get back to you as soon as possible. I'm always here to help. Have a great day!

Highlighted
Level 1

Re: A client paid online thru another service and then paid thru Quickbooks Merchant service.

What if the payment has already been made and credited to the invoice?  Does QB still charge the card and import it as a credit?

QuickBooks Team

Re: A client paid online thru another service and then paid thru Quickbooks Merchant service.

Hello there, pecoairdispatch.

 

If it was an e-invoice, they can no longer process the payment online if you've already recorded the payment first in QuickBooks.

 

If ever you've processed the payment within your Quickbooks Payments account, it'll go through. The transaction you've processed inside QuickBooks Payments is not connected to any invoice. Unless you've already linked it to an invoice on your QuickBooks Desktop.

 

You can log in to your QuickBooks Payments account. From there, we can check if the payment really went through or not.

  1. From the Activity & Reports drop-down, select Transactions.
  2. Click on Show advanced options to search for a payment.
  3. Enter the customer's details. Hit the Search button.

Also, you have the ability to reverse a transaction. That is if your client was double-charged. 

 

It'd also be better to reach out to our Customer Support Team. This way, they can double-check all the transactions you've processed on your QuickBooks Payments. 

 

I'm always here if you have other questions about your merchant account. Just leave a reply anytime.

Level 1

Re: A client paid online thru another service and then paid thru Quickbooks Merchant service.

We started using our Dispatch/Invoicing software - Service Titan - to send invoices with online payment.  Our office didn't know the client paid thru the ST payment system and sent the invoice thru QB as well.

Meanwhile the ST payment was imported into QB and credited against the outstanding invoice.

Then the client paid again thru the QB merchant service.

 

My question is do I need to refund this QB payment because it is recorded in QB automatically as a credit on the clients account?

Moderator

Re: A client paid online thru another service and then paid thru Quickbooks Merchant service.

Hello again, pecoairdispatch.

 

Thank you for proactively getting back to us here in the Community. Allow me to join the thread and help provide information about the customer payments in QuickBooks Desktop.

 

The process you do in our program should mirror how you deal with these situations in the actual. Since the transaction from Service Titan credits the outstanding invoice, you have the option to refund the customer's QuickBooks payment.

 

For the detailed steps and important reminders on creating refunds, I recommend visiting the article I'm adding on this:

 

Void or refund credit card payments in QuickBooks Desktop.

 

Just in case you need additional guidance, please know you can also reach out to one of our Merchant Service support.

 

Please be sure to let me know if there's anything else I can do to help you with the process. Thanks for dropping in and take care.

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