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S
Seebes
September 8, 2022
Question

QB Payment

  • September 8, 2022
  • 1 reply
  • 12 views

Hi - I am new to QBO and accounting.

I'm having a hard time understanding why and how to stop QB Payments from automatically creating a sales receipt when my customers pay by using the 'payment link' prior to the start of work. 

I usually request deposits from my customers prior to the creation of an invoice. When they pay by any method aside from QB Payments, I 'receive payment' and add the funds to A/R for a negative balance until I do the work and invoice the customer. The amount is then applied as a deposit to that invoice.

However when I send a 'payment link' to my customer for the deposit using QB Payments. Once received QBO automatically creates an invoice and and sales receipt for the deposit amount.

How do I prevent this from happening? Or is there a better way for me to be taking and recording deposits from my customers?  

Thanks in advance

Steve

    1 reply

    G
    Giovann_GModerator
    Moderator
    September 8, 2022

    Thanks for reaching out to us, Seebes.

     

    I'll show you another method for requesting a deposit from a customer using QuickBooks Payments.

     

    There is currently no way to prevent QuickBooks Payments from creating a sales receipt when sending a payment link to a customer. That works as designed since it's equivalent to receiving payment in real-time.

     

    Instead of sending a payment link, you can create an estimate to request a deposit for your customer. QuickBooks automatically marks the estimate as accepted when your customer pays the deposit. The estimate is then converted to an invoice and recorded the deposit as a partial payment on the new invoice.

     

    Here's how:

     

    1. Select + New, then Estimate.
    2. Locate the customer from the ▼ dropdown.
    3. In the Product or service field, click the ▼ dropdown and choose your product or service. Then add the rate, if needed.
    4. To request a deposit, hit the + Request a deposit. Then enter the amount.
    5. The payment methods for the deposit are displayed in the Ways to Pay section. To edit, turn on/off the switches under Payment methods.
    6. Once done, select Review and send to save and send the estimate to your customer.

     

    When the customer selects the Review and pay option in the estimate email, they will be able to review the estimate before accepting and paying the deposit online.

     

    Another way is to delete the auto-created sales receipt and manually record the deposit. For a comprehensive guide, please see this link: Record a retainer or deposit.

     

    I also recommend that you consult with your accountant before deleting the transaction to ensure that your books are accurate.

     

    For more information on managing your company's income and customers, please visit our Sales and customers page. Here you'll find topics and discussions to assist you in completing your QuickBooks tasks.

     

    Let me know if you need anything else in QuickBooks. I'll be around to help you.

    S
    SeebesAuthor
    September 9, 2022

    Thanks for the reply.

    I can follow your directions until step 4. I do not see where to add request deposit. 

     

    I will also try your other suggestions for cleaning up my books. 

    S
    SeebesAuthor
    September 10, 2022

    Thank you.

     

    I tried incognito mode and I still do not see a spot to request a deposit on the estimate. 

    I will reach out to customer service. 

    Thanks again 


    Just to close the loop. Customer service was not able to help me be able to use the 'request a deposit ' feature not were they able to tell me why I don't have that functionality. So if someone has an explanation, I'd love to hear it. 

    She was able to give me a work around that involves:

    1. starting with an estimate

    2. Converting that estimate to an invoice but only for the amount I require for the deposit. So I generally take a 50% deposit, so I request 50% on the invoice for the line items.

    3. After the work is complete, I return to that invoice, add any additional items used for the job, if any, and resend the invoice for the remaining balance. 

    I will give it a try the next time and see.if it works. 

    Hopefully that helps someone in the same situation. Please feel free to reach out if you need more explanation.

     

     

     

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