Is there a way to select or "CHECK" multiple invoices when applying a payment from a customer?

Yes, you can pay as many invoices as you have to pay with one payment.  Check all that you want to pay.

Welcome back to the Community, @Yok33.

Yes, there's a way to select multiple invoices when applying to payment. All you have to do is checkmark the rest of the invoices you'd like to apply to the payment. Here's a refresher:

1. Open QuickBooks.
2. Go to Customers.
3. Pick Receive Payments.
4. Enter all the information needed.
5. Put a checkmark beside the invoices you want.
6. Choose Save & Close or Save & New.

It's that easy. Below is an extra link that can help you out in the future.

• Recording an invoice payment

Remember, I'm only a post away if you have any other questions or concerns. Cheers to the weekend ahead!

Candice C:

I do agree, "CHEERS TO THE WEEKEND"!

However, I do not thing you understand what I am really asking.  Here is a little more.

I have a check from a customer and it is paying 174 different invoices.  I understand that all I need to do is check each invoice, but I have to click on the check box 174 different times.  A majority of the invoices are in order but there are some that are not in order.  Let's say the ones in order are Invoice # 200 through # 342.  It would be nice to be able to handle this simply like in Excel by checking the FIRST invoice # 200 and then holding down the SHIFT button and clicking on the invoice # 342 and then all in between # 200 and # 342 would be checked.  As it is now, I have to check each individual line/invoice independently, meaning I have click on the small box 142 times.  

I hope that this clears up my situation and maybe there is just NOT a way to do what I am asking.

Thanks,

Yokoms

Hey there, @Yok33.

I do hope you're having a good week. I see you're trying to apply a payment that has been received to multiple invoices instead of clicking them all individually. This feature isn't currently available in QuickBooks Desktop. I'll submit feedback to our product developers for them to look at it as a possible option for future updates. We're always looking to update the product to meet the needs of our customers.

Reply to this thread if I can help with anything else. Have a great weekend!

Hi,

Just seeing if this one has been addressed as yet, any enhancements?

Thanks

Karen

Thanks for coming back. We always strive to provide the best experience using QuickBooks Desktop, kazacc.

I know how beneficial it is to your business to apply a payment that has been received to multiple invoices instead of clicking them all individually. At this time we don't have a specific time frame for when this feature will be added in QuickBooks.

In the meantime, just follow the workaround provided by Candice C to select multiple invoices when applying to payment.

You can visit these blogs for any upcoming QuickBooks updates and enhancements:

• QuickBooks Resource Center
• The QuickBooks Blog

I've got a link here where you can find articles about managing your customer transactions: Sales and customers gather topics for all your company's income and customers.

The Community will always have your back if you need a hand with running your financial reports or any QuickBooks related. Assistance is just one post away. Take care always. 

I am having the same problem for a few years now. I use QB Online and that option isn't available there as well. It would save me tons of hours if there would be a tiny checkbox that marks all invoices automatically when I match it against a transaction instead of having to go through 1,000 + clicks. That is even easier to implement than the example that has just been made with excel as in my case it is not about checks or check numbers it is simply the ability to click on one checkbox and have all below listed invoices checked with one click. This should be really a very normal thing and is kind of hard to believe that after so many years such a simple function isn't available in such a professional software. I would appreciate it very much if that would be implemented any time soon. Thank you. 

This is the way I usually do it but there are some invoices that do not show up on the list because they are different shipping addresses. Can you help with that?

I'm here to help pay multiple invoices, jratdz.

The shipping address doesn't affect when selecting multiple invoices for a single payment. As long as the payment is under the same customer's name, you'll see them on the list.

Here's the attached screenshot for your visual guide.

I've provided the steps below on how to record the payment:

1. Click the Customers tab, then Receive Payments.
2. Enter the customer name in the Received From drop-down.
3. In the Payment Amount field, enter the payment you received from the customer.
4. Press the More button, then Add New Payment Method button.
5. Set up your payment method then click OK.
6. Mark the invoices you want to receive the payment.
7. Hit Save & Close.

Here's a couple of articles that you may find helpful:

• Record An Invoice Payment.
• Record Merchant Service Deposit.

Let me know if you have any further questions. I'm always here to lend a helping hand.

Dear MaryLandT,

thank you for your reply. Unfortunately the payments are not all under the same name. I am referring to multiple orders from multiple customers that are being bundled and paid out in one settlement by an online marketplace such as ebay, Etsy and Amazon. I keep all these orders in "undeposited funds". When the settlement appears in my QBO I hit the "match" button and all the orders which are in the category account "undeposited funds" appear so I can match them against this settlement. But there is no way to check one box to check them all at once. I have to check each order box. That can be more than 1,000 boxes to check and costs more than 1 hour. This could be so simply by just implementing a "check all" box.

That is usually how I can do it for some but most will not let me. I'm not sure if I set them up incorrectly or what. I am attaching screen shots of what I mean. Papago and Latham are an example. I have a check that has one invoice for each but it will only allow me to pick from each one but not combined. It will only allow one pic so I attached the receiving and it shows how both are not an option to pick. 

Thanks for the clarifications, @Tommy954, and @jratdz.

I also appreciate you for sharing a screenshot, @@jratdz. I’m here to add additional details on how to select multiple invoices when receiving your customer payments in QuickBooks Online (QBO). Just a few clicks and you’re all good to go. Let me guide you how.

1. Go to the + New menu.
2. Click Receive Payment.
3. Select your preferred customer from the Customer drop-down menu.
4. Put a check inside the box beside the Description column to select all invoices. 
5. Then click Save and close.

You can also see this article for more details: Record invoice payments in QuickBooks Online.

On the other hand, combining invoices from different customer when receiving payments isn't possible in QBO. You can only select multiple invoice for a specific customer.

Let me also add this article that you can read for reference in depositing those payments in your bank account: Record and make bank deposits in QuickBooks Online.

In case you have other concerns or questions about receiving payment in QBO, you can always tag me in your reply. I’m always here to help. Take care!

That is the same as what the previous person explained. Where the outstanding transactions are. I can only see one at a time. If I want to receive on the Latham location I can't see the Papago location. If I look under EJM, which is the Company, it does not show either. So, do I have something set up wrong? Or is my only option to receive one at a time and just save the check number? 

Thank you. 

Thank you for getting back, @jratdz.

I'm here to share with you some additional information about how an invoice payment works with QuickBooks Online.

If these locations (Papago and Latham) were set up as sub-customers, you need to set the billing option to Bill with parent and not with Bill this customer. Here's how:

1. Click on Sales at the left pane, then select Customers.
2. Look for the sub customer's name, then select Edit.
3. Choose the Bill with parent option under Is a sub-customer.
4. Tap on the Save button.

When receiving a payment, choose the parent customer from the Customer section.

However, if these are added to the Location section, you can only see the transactions under the customer name selected. I've added these screenshots for your visual references.

I've added these screenshots for your visual references.

You can also open this link for more tips about receiving and recording payments in QuickBooks Online.

Moreover, here are some of our help articles you can read more about managing customers and locations in QuickBooks:
 

• Add and manage customers in QuickBooks Online
• Customize sales forms by location

If you have any other questions about recording invoices payments and other transactions, please let me know by adding a comment below. I'm more than happy to help. Have a good one!

OMG, thank you. I did set them up as subcontractors but I decided to go back and uncheck the subcontract and then check it again and I am able to see them. Thank you so much. Thank you to all the people that assisted with comments. 

Have a beautiful night. 

@Joshua R 

RE: I see you're trying to apply a payment that has been received to multiple invoices instead of clicking them all individually. This feature isn't currently available in QuickBooks Desktop. 

Really? Did someone take it away?  I've used QuickBooks with this feature for two decades.

@RCV 

RE: I know how beneficial it is to your business to apply a payment that has been received to multiple invoices instead of clicking them all individually. At this time we don't have a specific time frame for when this feature will be added in QuickBooks.

Yes, a time-frame would be hard to get for multiple reasons.  The most obvious is that it's already a feature and has been for two decades or more.

@kazacc  @Yok33 

Yes, you can do this in QuickBooks.  It's been possible since the turn of the century, at least.

To receive a large payment for many smaller invoices, first set the preference to automatically apply payments.

On the QuickBooks menu, pick Edit | Preferences | Payments | Company Preferences and then enable the first option there:

Then when receiving payments, enter the payment amount and tab out of the field and QuickBooks will automatically apply the payment to the open invoices on a balance forward basis. No need to check any boxes at all:

how about multiple invoices on on payment but I need to sort the invoice numbers to find them easier... Right now the invoice numbers are listed in the order of the invoice date which does not mean that the invoice numbers are in sequence. It takes me for ever to find the invoice number they paid because some are invoiced weeks apart from the next in sequence. Is there a way to sort the invoice numbers when looking to apply them to the payment?

Hello onestopretailsol!

Allow me to help you in receiving customer payments.

QuickBooks Desktop allows you to change the sequence of your invoice numbers. From the Customer Payment page, click the NUMBER header and the invoice number will be sorted in ascending or descending order. 

Also, there's a look-up tool so that you can easily search for a specific invoice you want to pay. Click the Look Up Customer/Invoice button on the Customer Payment page. Then, use the Search by filters to search for one.

Here's a screenshot of how it looks like:

Please check these links. These will show you how to record payments and some customer-related reports:

• Record an invoice payment

• Customize customer, job, and sales reports in QuickBooks Desktop

Keep on posting here if you have additional questions. I'll be here to help!

Thank you for the quick reply, but the problem is that I have quickbooks online which does not have Customer Payment. When I go to Receive Payment and enter the client, it shows all the open invoices in the order that they were invoiced and I can not change the sorting to invoice numbers. A payment of the client equals to sometimes more than 50 or 80 invoices and they are not in order to find easily. How do I sort the way I need it when looking up the invoice numbers (multiple invoices).

Let me provide you some information on how to sort multiple invoices in QuickBooks Online (QBO), onestopretailsol.

Currently, the option to sort invoices on the payment page isn't possible. You'll have to manually search for the invoice one at a time when you'll want to make a payment to a certain invoice. 

However, if you want to enter the payment for the same customers, you can go directly to the Customers tab so you can easily find the list of invoices and receive the payment automatically from there. I've attached a screenshot for your visual reference: 

Please go through this article for more information: Record invoice payments in QuickBooks Online. Apart from this, QuickBooks automatically downloads the latest transactions once you connect your bank and credit card account. To know more on how you can add and match them, check this out for your reference: Categorize and match online bank transactions in QuickBooks Online.

You can always touch base with us if you have any questions about applying for payment. Don't forget, we're here to make things easier and make sure to get you covered. 

I appreciate your quick responses, but this is not helping me. Right now I received a payment from the client last week (July 15th) and I haven't reconciled it because it takes too much time to find the invoices they paid since your system does not do such a basic task as sorting by invoice number! Every time the client pays I have to look through hundreds of invoices to match them. They are not sorted by invoice number. They are sorted by invoice date! Who reconciles based on invoice date! The software is supposed to help me, not make it more difficult. If you read this entire thread you will find several users that have same problem.

This is a great feature to add to QB.  I too have to click on 100 or more invoices from several customers as they make one payment for all invoices at the end of the month.  Hope this feature is included.