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Corrin Tree
Level 1

Receiving Customer Payments

When customers pay their invoices via email they have the option to pay using their debit card, credit card or by bank transfer. Their payment goes directly into the bank account that we have saved in our settings. However, when we look at the register in Quickbooks, instead of being recorded in the correct bank account, it is listed under "Undeposited Funds", and then we have to manually move it to the correct chart of accounts. We don't want to have to do this. Why is it going into Undeposited Funds, when are settings are not that? Please advise on what to do.


Thank you,

Jessica Gilbert

Corrin Tree & Landscape Co.

[email address removed]


1 Comment 1
QuickBooks Team

Receiving Customer Payments

I'd like to offer my assistance, @Corrin Tree.


With QuickBooks Online, you have a lot of ways to record the payments you've received from your customers. Oftentimes, these payments are recorded directly to the Undeposited Funds especially if you don't indicate in the Deposit To box the specific bank account where you want the payments to be deposited.

  • Receive Payments from your customer
    1. Click the Plus Icon.
    2. Select Receive Payment.
    3. Choose the name of the customer who made the payment.
    4. In the Deposit To drop-down, select which bank account you want the payments to be deposited.
    5. Enter the payment details.
    6. Click Save and Close
  • Creating a Sales Receipt
    1. Click the Plus Icon.
    2. Select Sales Receipt.
    3. Choose the name of the customer.
    4. Select which bank account you want the payments to be deposited in the Deposit To drop-down.
    5. Enter the Sales Receipt details.
    6. Click Save and Close

To make sure your customer's payments are recorded directly to your bank, here's how:

  • Via the Bank Deposit page
    1. Go to the Plus Icon.
    2. Choose Bank Deposit.
    3. Select which Bank Account you want to make a deposit.
    4. In the Add funds to this deposit section, enter the deposit details.
    5. Click save and Close.
  • Via the Banking Register
    1. Click the Accounting tab.
    2. Go to Chart of Accounts.
    3. From the Account column of the appropriate bank account, select View register (or Account history).
    4. Below the Date filter, choose Sales Receipt from the drop-down menu.
    5. From the Payee drop-down menu, select the name of the customer.
    6. In the Deposit column, enter the amount of the transaction.
    7. Click Save.

That should do it! Keep me posted on how things work on your end. I’m always here to help you manage your payment transactions. 

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