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Intuit

Record an invoice payment

Learn how to receive payments for an invoice in QuickBooks Desktop.

When a customer pays you for an open invoice, you need to enter the payment in QuickBooks. Recording invoices is part of the Accounts Receivable workflow.

Note: Enter a sales receipt on Windows or Mac if your customer paid upfront in full or a payment item if it’s a partial payment only. If you use Intuit Merchant Services, here’s how to process your customer’s credit or debit card on Windows or Mac.

Enter a payment from a customer

QuickBooks for Windows

  1. From the QuickBooks Home page or the Customers menu, select Receive Payment.
  2. In the Received From drop-down, select the customer's name.
  3. Enter the Amount received.
  4. Make sure the date is correct, then choose the Payment method.
  5. Select the invoice or invoices you'd like to pay.
  6. To add a discount or credit, select Discounts and Credits.
  7. Select Save & Close.

By default, payments are deposited to an account named Undeposited Funds. Learn more about Undeposited Funds. Or, learn how to change your default deposit to account.

QuickBooks for Mac

  1. From the Customers menu, select Receive Payments.
  2. Select Create a Payment.
  3. Fill out the fields.
  4. Select the outstanding invoices and charges you're receiving the payment for. A check appears next to the invoice or charge.
  5. Choose how you want to deposit the payment: Select Group with other undeposited funds to hold the payment in your undeposited funds account, or select Deposit to, then enter a specific bank account.
  6. Select Save.

To edit a payment, select a payment in the list, then edit the info. To see a history of the payments for a customer, select the Show/hide customer information icon.

To apply a discount for early payment

  1. Go To Customers, then select Receive payments.
  2. Enter the customer's payment in the Receive Payments window.
  3. Select Discount Info.
  4. (Optional) Change the amount of the discount.
    QuickBooks calculates a suggested discount amount based on your payment terms with the customer and the payment date.
  5. Enter the name of the account you use to track the discounts you give to customers.
  6. Select Save.

To apply discounts to statement charges, go to the Accounts Receivable register for the customer and use a Discount item.

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