How do I show a partial payments applied to invoices?

Hello nancyl, 

We definitely want to help you create well-designed invoices as this helps promote your brand and present a professional image to your customer. 

At this time, the Payments/Credits field only shows the summary of all the payments and credits applied to the invoice. Another way to include the partial payments and their dates to show on the invoice is to set up a payment item. Please note that this applies to payments only; returns are an exception. 

Here's how we can set up the payment item: 

1. Go to Lists, and then choose Item List.
2. At the bottom click Item, and choose New. You can also use the keyboard shortcut CTRL+N. 
3. Choose Payment as the Type. 
4. Name this payment item. Then, choose whether you'd like to Group this payment to undeposited funds, or Deposit to an account.
5. Click OK.
   

You can then use this payment item to record a partial payment on the invoice and reduce the amount owed, too. You can put the date in the description field. 

To answer your second question, yes, we can change the font color in the body of an invoice. I've got the steps for you: 

1. Open an invoice. Then, choose the Formatting tab at the top. 
2. Click the Customize Data Layout icon. 
3. In the Additional Customization window, click the Layout Designer button.
4. Double click on the data field (Memo) you'd like to customize. 
5. In the Properties window, choose the Text tab. Then, click the color area. Pick a color, and then click OK.
6. Click OK to save your changes. 

Just in case you need a little help finding your way around, you can check out the screenshots I've added below. 

We'd love to hear more about how we can improve the customization options for invoices. Send us your feedback or ideas by going to the Help menu (right next to Window) at the top, clicking Send Feedback Online, and then choosing Product Suggestion.

Feel free to let us know if you ever need help with invoices or QuickBooks Desktop in the future─we'll be here.

Here is another Option:

Open that invoice and use History icon, or Ctl H. Here is the Report you can Print.

I need help with my desktop Quickbooks. I have a saved invoice which I was going to email to the customer with the payment link. However, he wants to pay partially in person with cash or debit. How do I get that invoice to give me the option to collect partial payment in person instead of emailing it??

Hello Desktop2019,

It's good to know that your customer will pay you in person. This means you won't wait for the payment to process in your bank account.

When they pay you, you can open the invoice and enter the amount you receive in the PAYMENT AMOUNT field. If they want, you can print them a copy of the partially paid invoice. Then, they can just ignore the emailed invoice.

If you need anything else, feel free to comment below.

If you edit the invoice template, there are data fields available for 'Payments/Credits' and 'Balance Due'.  These fields reflect any payments or credits that are applied to the invoice.

If you don't want these fields to show up on all invoices then copy your existing template and modify the new one. Then select the new template only for invoices with partial payments or credits applied.

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@IntuitJill wrote:

Hello nancyl, 

We definitely want to help you create well-designed invoices as this helps promote your brand and present a professional image to your customer. 

At this time, the Payments/Credits field only shows the summary of all the payments and credits applied to the invoice. Another way to include the partial payments and their dates to show on the invoice is to set up a payment item. Please note that this applies to payments only; returns are an exception. 

Here's how we can set up the payment item: 

1. Go to Lists, and then choose Item List.
2. At the bottom click Item, and choose New. You can also use the keyboard shortcut CTRL+N. 
3. Choose Payment as the Type. 
4. Name this payment item. Then, choose whether you'd like to Group this payment to undeposited funds, or Deposit to an account.
5. Click OK.

You can then use this payment item to record a partial payment on the invoice and reduce the amount owed, too. You can put the date in the description field. 

To answer your second question, yes, we can change the font color in the body of an invoice. I've got the steps for you: 

1. Open an invoice. Then, choose the Formatting tab at the top. 
2. Click the Customize Data Layout icon. 
3. In the Additional Customization window, click the Layout Designer button.
4. Double click on the data field (Memo) you'd like to customize. 
5. In the Properties window, choose the Text tab. Then, click the color area. Pick a color, and then click OK.
6. Click OK to save your changes. 

Just in case you need a little help finding your way around, you can check out the screenshots I've added below. 

We'd love to hear more about how we can improve the customization options for invoices. Send us your feedback or ideas by going to the Help menu (right next to Window) at the top, clicking Send Feedback Online, and then choosing Product Suggestion.

Feel free to let us know if you ever need help with invoices or QuickBooks Desktop in the future─we'll be here.

---

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@IntuitJill wrote:

Hello nancyl, 

We definitely want to help you create well-designed invoices as this helps promote your brand and present a professional image to your customer. 

At this time, the Payments/Credits field only shows the summary of all the payments and credits applied to the invoice. Another way to include the partial payments and their dates to show on the invoice is to set up a payment item. Please note that this applies to payments only; returns are an exception. 

Here's how we can set up the payment item: 

1. Go to Lists, and then choose Item List.
2. At the bottom click Item, and choose New. You can also use the keyboard shortcut CTRL+N. 
3. Choose Payment as the Type. 
4. Name this payment item. Then, choose whether you'd like to Group this payment to undeposited funds, or Deposit to an account.
5. Click OK.

You can then use this payment item to record a partial payment on the invoice and reduce the amount owed, too. You can put the date in the description field. 

To answer your second question, yes, we can change the font color in the body of an invoice. I've got the steps for you: 

1. Open an invoice. Then, choose the Formatting tab at the top. 
2. Click the Customize Data Layout icon. 
3. In the Additional Customization window, click the Layout Designer button.
4. Double click on the data field (Memo) you'd like to customize. 
5. In the Properties window, choose the Text tab. Then, click the color area. Pick a color, and then click OK.
6. Click OK to save your changes. 

Just in case you need a little help finding your way around, you can check out the screenshots I've added below. 

We'd love to hear more about how we can improve the customization options for invoices. Send us your feedback or ideas by going to the Help menu (right next to Window) at the top, clicking Send Feedback Online, and then choosing Product Suggestion.

Feel free to let us know if you ever need help with invoices or QuickBooks Desktop in the future─we'll be here.

---

Hello Jairo,

The steps on how to create a payment item are only applicable for QuickBooks Desktop users. For those who are using QBO, you can directly make partial payments by only receiving the only part of what the customer owes on the invoice.

Here's how:

1. On the left panel, click Sales.
2. Go to the Customers tab.
3. Click the customer name.
4. Search for the open invoice.
5. Click Receive payment.
6. Below Amount received, enter the partial amount.
7. Click Save and close.

Check out these screenshots:

For more insights into recording customer payments, check out the article I recommend on this:

Record a customer payment.

Feel free to let me know if you need further assistance with the payment process in the Online version. The Community is always up to lend a hand.

I have read all of the posts about reflecting multiple types of payments and currently all payments are combined together into the total form of payment... is that still the case? We frequently have customers with credit memos due to an incentive program. If they have a credit memo and place an order that amount in the memo is automatically applied to their new invoice so making a payment type line item wouldn't really work. I need a way to show customers a history of their credit memos and to which invoices they were applied, or at least a breakdown on the actual invoice of types of payment, PLEASE.  I can't seem to get that from a statement either, they only show the date of a memo. Any ideas, (I am on QBO).

My question is how I handle the deposit after I enter the Credit Memo for the prepayment/deposit from my customer. I see the credit memo reduced accounts receivable, but shouldn't the money be landing in undeposited funds account? I'm missing a step (or 2). The day I get the check, the money will go into my one bank account, so I am not sure how to take it from the credit memo to the deposit and link them all together, without counting the deposit as a sale, until the final payment is made.

I looked at a statement and the one that applies to us is listed below. We are on accrual method. IF, if the deposit is refundable, it is a liability until the job/sale is invoiced. Problem is, once the customer first paid based on the estimate, I moved it to an invoice. I don’t want to pay for taxes until the final payment is made, since I do not work on it until then. Sometimes, customers will take 6-8 months to pay on an item.

In QB Desktop - If the type is "Payment" in item list, how is that handled in QBs for accrual method of accounting? The partial payment is "unearned revenue". Though I have already entered an invoice, I am trying to find the best method of keeping track of partial payments customers make, without calling them a "sale", but calling them a "liability" until the final payment is made for the invoice in full. I will deposit the check I receive from a customer into my one general bank account the day I receive the check, so how (if create a credit memo), get it to undeposited funds account, so I can make my deposit and record the partial payment?