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Level 1

How can you got back and apply a deposit/payment to a invoice

6 Comments 6

How can you got back and apply a deposit/payment to a invoice

Good day, @feliciar1!


There are possible scenarios you can follow in recording your customer's invoice payments. Let me share them with you.


If you've received the payment as a deposit, you can edit it to link it with your customer's invoice.


Here's how:

  1. Go to the Accounting page, then Chart of Accounts.
  2. Locate the account where the payment was deposited, click View register.
  3. Find the deposit transaction.
  4. Click Edit.
  5. Select the appropriate accounts.
  6. Click on Save and close.

Also, I've attached a couple of articles here for the detailed steps of recording invoice payments:

Feel free to leave a comment below if you have any other questions.

Level 1

How can you got back and apply a deposit/payment to a invoice

What if the deposit has multiple items in the deposit.

In the Deposit 'Add Funds to this Deposit' we have 2 checks we received from the same Customer. We changed the Account on each line item to 'Accounts Receivable'. We then went to receive the payment but it is now only showing the 2nd item in a new box 'Select the payments included in this deposit'.


How do we connect existing bank deposits to Invoices?




How can you got back and apply a deposit/payment to a invoice

Hello, justin727.


Thanks for utilizing the Community space, I can guide you on how to link the multiple deposits to an invoice.


The payment was probably linked to an invoice that's why only the second item is showing. Please review the transaction associated with it to ensure nothing has been processed. Also, you can delete both the invoice and deposit. Then, recreate them to start fresh. 


Here's how to create a bank deposit:


1. Click the + New icon.

2. Select Bank Deposit.

3. Choose the bank account that you will deposit the checks.

4. In the Received From column, select the customer.

5. In the Account column, choose Account Receivable.

6. Enter the amount and hit Save and close.


Here's how to apply the deposit to an invoice:


1. Click the + New icon.

2. Select Receive Payment.

3. Choose the Customer from the dropdown. This displays all open invoices and outstanding credits for your customer.

4. Enter the day you received the payment in the Payment date field.

5. In the Outstanding Transaction section, select the invoice you need to mark as paid.

6. Under Credits, checkmark the deposit you want to apply as payment.

7. Hit Save and close.


Adding helpful material for more insights:


Let us know if you have further questions about applying deposit as payment. I'm always here to back you up.

Level 4

How can you got back and apply a deposit/payment to a invoice

I deposited all payments to contracts and applied to the correct job but when a report is run on particular jobs, most of the payments are not showing.  If I run a P&L, it does show where the deposit was credited.  This is so wrong.  I now have to go back to January and run a P&L, go into each deposit and make an invoice for each deposit in order to credit that particular job, then pay the invoice.  What a waste of time.  Is there another way to show which job each deposit is credited to without having to make a fake invoice?  We went with the professional desktop enterprise in order to do progressive invoicing but found out very soon that there is no such thing as progressive invoicing in QB and have to keep our own spreadsheets for each job.  We have big contracts that we apply payments to as we work through years on a job and would love it know if there is a way to apply payments to a contract and keep a balance open to show on an accrual report.   

QuickBooks Team

How can you got back and apply a deposit/payment to a invoice

Glad to see you here in Community, @feliciar1.

I’m here to give you more information about progressing invoices.


Before you can start sending progress invoices in QuickBooks Online, you must first turn on this feature. Progress invoicing is
supported in QuickBooks Online Simple Start, Essentials, Plus, and Advanced plans.


To turn on progress invoicing in QuickBooks Online:


  1. First, navigate to Settings.
  2. Next, select Account and Settings and select the Sales tab in the left-hand rail. 
  3. Here, you’ll find Progress Invoicing in its own section underneath Products and services.
  4. Check the box next to Create multiple partial invoices from a single estimate and then hit the Save button. Now, you’re all ready to start sending progress invoices from your estimates.

Instead of creating fake invoices, try creating sales receipts to associate you directly with the projects. Here’s how:


  1. Select + New.
  2. Select Sales receipt
  3. Select the customer from the Customer dropdown. Note: If you haven't set them up in QuickBooks yet, select Add a new customer.
  4. Enter the sales info, such as the payment method.
  5. Enter line items for the products and services you sold.
  6. When you're done, select Save and send to email the receipt.


Once done, you can make a direct deposit for each transaction.

Also, I’ve got you also this article to record and make combine transactions with bank deposits in QuickBooks Online. You can also run a report for deposit detail in this link provided.

Your queries matter to us. Let me know if you want additional information on the progressive invoice. I’ll see to it everything will be sorted out for you. Have a beautiful day!

Level 1

How can you got back and apply a deposit/payment to a invoice

If I do as the instructions mention above (Go back into the register and edit the account to A/R" and then receive payment; there are now 2 deposits of the same amount in the register.  One - the deposit that was originally reconciled and then the new payment from the abover steps.  How do I fix this?

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