An invoice ended up being less than we expected. The client already paid the deposit, which was more than the original amount. How do we show that on the invoice?

I'm here to handle your concern today, cbd3.

You'll want to delete then recreate the Invoice with the correct amount as the deposit. This way you can match the transactions from your banking page. Before deleting make sure to have a copy of the information so you can use it as a reference when recreating one.

To Delete, open the invoice, click More. Then choose Delete.

To review all the invoices made in your account, you can run the Invoice List report. From there you can click each of the invoices and manually edit them one at a time.

Here's how:

1. Go to Reports.
2. Enter the Invoice List in the search field.
   
3. Customize the filter if necessary.
4. Click Run report.
   

Also, I have articles here about managing reports in QuickBooks Online (QBO) for your reference:

• Customize and modify columns on reports
• Run reports in QuickBooks Online

If there's anything else that I can help you with, please let me know in the comment section down below. Have a nice day..

Hi, cbd3.

Hope you’re doing great. I wanted to see how everything is going about handling an invoice that is being less than the expected deposit. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

What do you recommend when customer pays less than invoiced? I added a negative of the amount , and now it shows they still owe that amount. I deleted the negative amount and it still shows, and I do not know how to fix that. Please advise?

Do you want to collect the outstanding balance?

I know a solution when the customer pays less than invoiced, @MM20231.

When a customer pays less than the invoiced amount, you can handle it in QuickBooks Online by applying a partial payment to the invoice.

Here's how you can do it:

1. Go to the Sales menu and select Invoices.
2. Locate the invoice that the customer has paid partially.
3. Click on the Receive Payment option.
4. Make sure the date, amounts, and payment method selected are correct.
5. Enter the amount and press Save and Close after.

QuickBooks will automatically allocate the payment to the invoice and update the status to reflect the remaining balance owed by the customer.

Once everything is good, these resources can help ensure transactions are connected from start to finish. Check them out to learn more about applying late fees to overdue transactions automatically and how to make sure records match your bank:

• Apply late fees to overdue invoices 
• Make bank deposits
• Learn the reconcile workflow 

If you need more advice on organizing your sales transactions, especially tracking outstanding balances, just let me know in the comments. I’m here anytime to assist you.

But then it shows that the customer owes me. I need a solution on how to fix the invoice when the customer and I agreed on the amount after it was underpaid. 

no, I just want to fix the invoice and have no balance for the customer.

Hey there, @MM20231.

I can guide you in fixing your invoice. We can do it by writing off the remaining unpaid amount as bad debt.

Here's the process:
 

1. Create a bad debt expense account.
2. Make a bad debt item.
3. Create a credit memo for the bad debt.
4. Apply the credit memo to the invoice.
5. Run a bad debt report.

For the detailed steps, check this article: Get rid of the bad debt with QuickBooks Online.

Check out the guides here if you need help with your reconciliation: Reconcile your account.

Keep in touch if you have other questions. I'll be around to assist further. Have a great rest of the day!

Thank you, but this is not what I want. I want to edit the invoice amount to the amount the customer paid. We both agreed that this is how much he(the customer) needs to be charged.

Thank you for clarifying things out, @MM20231. I know how to modify your invoice amount in QuickBooks Online to match your customer's payment.

You can give your customer a credit memo and use it to cover the unpaid portion of the form. I'll show you how:

1. Click on + New.
2. Select Credit memo.                                                                                                                                                                                
3. Go to the Customer dropdown, and pick the customer's name.
4. Enter the credit memo details, such as the date and the remaining balance. 
5. Once done, hit Save and close.                          

After that, you can use the Receive Payment feature to manually apply the credit to the invoice. Here's how:

1. Click on + New.
2. Select Receive payment.                                                                                                                             
3. Go to the Customer dropdown, pick the customer.
4. From the Outstanding Transactions section, choose the open invoice you want to apply the credit memo to.
5. In the Credits section, select the credit memos you want to apply.
6. For the open invoice in the Payment column, enter how much of the credit you want to add.
7. Leave the Payment method, Reference no, Deposit to, and Amount received fields blank.
8. Fill out the rest of the form, including the Payment date.
9. Make sure the total is correct after applying the credit memo.
10. Lastly, click on Save and close.                                                                                                                                                    

Moving forward, you can also enable the Automatically apply credits feature if you want to automatically apply credit memos to your customers' balances or open invoices.

That will do it! You should now see their balance as zero.

In case your clients don't pay on time, feel free to read this guide so you'll know what to do: Apply late fees to overdue invoices automatically in QuickBooks Online.

Please let me know how it goes by clicking the Reply button below. I'm always here to help if you have any other concerns. Have a good one and stay healthy always!