how to receive a payment and send a receipt with an actual balance in QB's online

Welcome to the Community space!

I acknowledge you're looking for guidance on receiving payment and sending a receipt in QuickBooks Online (QBO) while ensuring the receipt reflects the actual balance. I'm here to assist you with this matter.

To begin, let's make sure to record the sales receipt in your account. We record these transactions when a customer immediately pays for products or services.

Here's how: 

1. Navigate to the + New, then select Sales receipt.
2. From the Customer ▼ dropdown, choose a customer.
3. Select the product or service you sold in the Select a product/service ▼ dropdown.
4. (Optional) You can edit your line item's quantity or rate in the Qty and Rate field. 
5. Fill out the other necessary fields in the sales receipt, then click Save.

Once done, we can send them a customer statement to show customers summaries of their invoices, payments, credits, and balances.

If you're referring to receiving invoice payments, you can review this link for the details: Record invoice payments in QuickBooks Online. 

Furthermore, I've added an article to help put payments into the Undeposited Funds account before you combine them into a deposit: Deposit payments into the Undeposited Funds account.

If you encounter any difficulties or have further questions, please don't hesitate to let me know. I'm here to assist you and ensure you can effectively receive payments and send receipts reflecting the correct QBO balance.

You can receive a payment within an invoice and send a receipt for the payment, but the balance due is not on the receipt. The balance is on the invoice, so send the invoice to the customer after you receive a payment, and it will show the balance due, if any. 

This process you are referring too not inefficient or time saving.  Yes, it can be done that way, it is more steps/clicks that you should not have to do.  This is a bookkeeping software system.  When you receive payment on an invoice, and there is a print button on the receipt page and at the end it says balance due - the system puts in $0.00 when there is a balance on that particular invoice, it makes the customer believe there is not a balance.  You should not have to go back into that invoice and reprint that.  I have 3 separate accounts/businesses with quickbooks online and this does not happen on one of my business.  The format on payment receipts are complete different.  My payment receipt shows only the date of the invoice (in some cases we have multiple projects and are billed on the same date) and between the date and payment amount there are 6 columns that are not being utilized.  (see below for example) This is a mapping or formatting configuration that could be changed.  It gives no reference as to what invoice # it was posted too or anything.  What is the purpose of having a print button when the balance due isn't correct.  My other business states payment amount credit and has the total check amount. If we can customize the invoices, we should be able to customize the receipts as well.   We pay good money each month for this service and it continuously increases for what??? So we can be told, go to a different page... more clicks...or create a statement.. this should not be this way.  Here is what it looks like.  All of these columns are on my receipt and formatted exactly like this.

Memo: BALANCE DUE $0.00

(My customer owes us thousands of dollars, it should not say balance due 0.00 especially when on those invoices there are balances still owed)

This process you are referring too not inefficient or time saving.  Yes, it can be done that way, it is more steps/clicks that you should not have to do.  This is a bookkeeping software system.  When you receive payment on an invoice, and there is a print button on the receipt page and at the end it says balance due - the system puts in $0.00 when there is a balance on that particular invoice, it makes the customer believe there is not a balance.  You should not have to go back into that invoice and reprint that.  I have 3 separate accounts/businesses with quickbooks online and this does not happen on one of my business.  The format on payment receipts are complete different.  My payment receipt shows only the date of the invoice (in some cases we have multiple projects and are billed on the same date) and between the date and payment amount there are 6 columns that are not being utilized.  (see below for example) This is a mapping or formatting configuration that could be changed.  It gives no reference as to what invoice # it was posted too or anything.  What is the purpose of having a print button when the balance due isn't correct.  My other business states payment amount credit and has the total check amount. If we can customize the invoices, we should be able to customize the receipts as well.   We pay good money each month for this service and it continuously increases for what??? So we can be told, go to a different page... more clicks...or create a statement.. this should not be this way.  Here is what it looks like.  All of these columns are on my receipt and formatted exactly like this.

Memo: BALANCE DUE $0.00

(My customer owes us thousands of dollars, it should not say balance due 0.00 especially when on those invoices there are balances still owed)

*not efficient.  opps this should not have read not inefficient.  wish you could edit these responses or posts.  if you can i am not able to find it.  i am new to the community.

QB didn't like not having control and took away the ability to edit posts.  

Hello there, cnix1.

I can see that things have been challenging for you when managing invoice payments and how essential it is to include the correct amount of balance due when printing invoice payments. I'll ensure you can send feedback so the option you want to use will make it possible and provide an alternative way to achieve your goal.

For now, you can manually enter the exact amount of the invoice balance into the Memo field as a workaround. This way, you may include it when printing transaction payments.

Then, I encourage you to submit feedback on the ability to have an option to include the exact amount of the balance due when printing payment. This recommendation is sent to our engineer for consideration in future updates.

Here's how:

1. Click the Gear icon at the top.
2. Choose Feedback.
3. Enter your comments or product suggestions. Then, select Next to submit feedback.

On the other hand, please know that you have the option to edit your post to ensure it's correct and accurate. To do this, you have to click the Vertical three dots and choose Edit Reply.

In case you need steps on how you can view all the status of sales transactions like open and paid invoices, you can read this article: View sales transactions in QuickBooks Online.

If you need anything else about managing invoice payments in QBO, please let me know by adding a comment below, cnix1. Stay healthy and keep safe always!

Thank you for your reply but this also does not make any sense.  I have two separate business entities with the exact same QBO monthly subscription plan.  The receipt formatting is completely different.  See below and someone tell me how it can be so different but on the same type of plan. First image is the way the payment receipt formats/prints for my other business entity and the second image is the way it formats/prints with the business I am trying to get answers on with this post.  You see how this does not make sense for me to put a feedback with engineers and they can put it in with the next release.  Both entities have the same release and updates ( to the best of my knowledge)

Let me elaborate on some details of this receipt display issue, cnix1.

When you generate a receipt from the payment to your invoice, it will only show the payment amount without the balance due. See the screenshot below:

You'll want to generate a receipt from the invoice so it will show the actual balance for your customers. Check this out:

QuickBooks offers various reports that cater to your business needs. To ensure you get the right data, you can filter the specific information to show what our business needs. I've got this article for more details: Customize Reports In QuickBooks Online.

Reply a comment below if you still need further assistance with the receipt display. The Community is always here to cover all your needs. Have a nice day!

This is the exact sort of display of a receipt I need for my business as well. Is there a way you can provide a how-to guide of how to make that second image you generated? The one with the $50 payment as well as the outstanding balance of $50 for the $100 custom design

Let me guide you on how to generate the partial payment of an invoice in QuickBooks Online (QBO), a_tod42.

You can achieve the one with the $50 payment as well as the outstanding balance of $50 for the $100 by creating a partial payment for an invoice. See the screenshots for your reference:

Here's how:

1. Click the + New Plus icon. 
2. Select Receive payment.
3. From the Customer dropdown, choose the name of the customer.
4. From the Payment method dropdown, select the payment method (credit card, debit, PayPal, Venmo, or ACH bank transfer).
5. From the Deposit to dropdown, select the account you put the payment into.
6. In the Amount received field, enter the amount your customer paid.
7. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
8. Enter the Reference no. and Memo if needed.
9. Press Save and close.

Once done, you can click the Print Preview or print the Partially paid invoice on the Sales page. To see the remaining balance for the customer:

1. Go to Reports (Take me there).
2. Find and open the Customer Balance Summary report.
3. Select Run report.
4. Review the customer's open balance in the Total column.

Additionally, you can utilize this article in running reports so you can have a glimpse of the financial standing of your business: Run reports in QuickBooks Online.

Please don't hesitate to hit the Reply button if you need further assistance in managing your invoices and receiving payments in QBO. I'll be right here to help you thoroughly. Take care and have a good one.

Your print receipt form layout is exactly what i want my receipts to look like.  It does not.  I have two separate business with QBO and one prints out like your print receipts and the other does not.  I know it can be done because everyone's screenshots of their print preview for payment receipts shows the exact layout that i want for my business.  I have attached the screenshot of both business and the difference in the print payment receipt.  The left one is for Rubics Consulting and the other is for Intellichoice.  Intellichoice payment receipts has each column that i want for my business with Rubics. I want it to look like your print receipt and the one on the right hand side instead of the left side for Rubics. 

Hi there, cnix1

I'm here to guide you in ensuring all details are included in your sales receipt in QuickBooks Online.

To ensure that your Rubics Consulting business has the same receipt layout as Intellichoice, you can try the following steps:

1. Go to the Gear icon at the upper right.
2. Under YOUR COMPANY, choose Custom form styles.
3. Select the default template you used for your sales receipt.
4. Hit the Content tab, then click on the Table section of the sample receipt displayed on the right side of the window.
5. Put a checkmark for each column you want to be included in the receipt.
6. Click done once finished.

Please note that the steps provided above are applicable only to the old layout experience. If you want to know more about the new layout experience, you can check out this link: Customize invoices, estimates, and sales receipts in QuickBooks Online.

You can also use this article as a future reference in printing sales forms: Download and save sales forms and statements in QuickBooks Online

If you still have other concerns about sales receipts, leave a comment below. I'll be here to check on your response. Keep safe!