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Level 1

Choosing where an invoice posts

I have 2 AR parent accounts - Accounts Receivable and Grants Receivable.  I created an invoice to bill for something I want under Accounts Receivable and it is showing up under Grants Receivable and I can't figure out how to designate which account the invoice posts to.

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QuickBooks Team

Choosing where an invoice posts

Hi there, pillarsinc.

Thanks for visiting the Community. I’m here to help and further explain how the Accounts Receivable account works in QuickBooks Online.

The program automatically creates one default Accounts Receivable account for you. It will show in the Chart of Accounts after creating your first invoice.
You can add a new one; however it will be used to track loans and other manually added transactions (other than invoices) owed by your customers. Regardless, all invoices will be recorded automatically into the default A/R account.

It’s possible that the Grant Receivable is your default account, which is why all transactions are tracked in that account. At this time, the option to designate which A/R account to use when creating invoices in QuickBooks Online is unavailable.

You’ll want to use the Journal Entry to record the transactions for the other account. But, I’d recommend consulting with an accountant prior to doing the process to avoid issues with your books upon tax time.

This is a great idea though that many people would benefit from. I'd encourage you to share your thoughts about this for our engineers to take a look into. To do that, you can go to the Gear icon in the upper right and select Feedback.

While this option isn’t available in QBO, you might also want to consider checking our QuickBooks Desktop versions. It has some additional functionality, like the ability to associate invoices to different A/R accounts and see other features you need to run your business.

Here are links to our QuickBooks product comparison report:


We always want you to have the best QuickBooks experience. If there's anything you need, or to talk about, feel free to let me know. I’ll be on standby for your response.


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