How can I mark an invoice as paid before i match it with a transaction

Hello there, @cjkenton-yahoo-c. Let me help you clear your invoice.

Yes, you can. Below are the steps on how you can manually mark it as paid before getting the transaction from the Banking page.

1. Go to the +New button.
2. Select Receive Payments.
3. Select the name of the customer from the drop-down menu.
4. Enter the payment method and amount received.
5. Tick the correct invoice.
6. Make sure to review the amounts under the Payment column.
7. Click Save and close.

Once you received the payment in QuickBooks, you'll be able to match them on the banking page. Make sure they have the same date, amount, and account so it will find a match for you. You can use this reference when categorizing and matching it with the downloaded bank transaction. 

When you're ready to reconcile your account, you can review this article to get more tips and guidance: Reconcile an account in QuickBooks Online. This helps you match your QuickBooks and bank balance efficiently. 

If you have more questions as you go along with the process soon, please don't hesitate to go back here and post them. I'll be around to assist you further. Stay safe and be well, cjkenton-yahoo-c!

Hi cjkenton-yahoo-c,

Hope you’re doing great. I wanted to see how everything is going about marking an invoice as paid and matching it later on. 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 anytime.

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

Hi.  I have a similar question regarding invoice printing.  Why is it an invoice does not provide prior payments?  Everytime I receive a retainer or a client wants me to carry their payment(s) forward, the invoice does not reflect the payments when printed.  It reflects the prior amounts paid and the balance due on the invoice.  However, when you print, all it shows is the total balance due for the invoice.  In the past, I have been e-mailing clients their invoice and also a customer statement since that is the only document that will reflect the correct balance due.

I've got another way to print the invoice and let your customer see the payment made and the remaining balance, LCaplan.

You'll want to customize the current invoice template. This way, payments will show up. Let me show you how.

1. Go to Sales.
2. Select Invoices.
3. Find and open the invoice you wanted to print or email.
4. Click Customize.
5. Select Edit current.
6. Under Content, select the middle content of your invoice.
7. Put a checkmark on the Show on invoice in the Account summary section.
8. Click Save template.

You can learn more about customizing sales transactions here.

In addition, I've added to manage outstanding balances for customers and vendors in QuickBooks Online that might help you on how to enter prior balance for a customer that owes you money or a vendor you need to pay.

If I can be of any other help, please drop a reply below. I'll always have your back.

Thank you so much! I don't know why I didn't think to go to the invoice template. Take care!

Hi @LCaplan.

I'm glad that my peer was able to guide you on how to put the information you need on the invoice.

Let us know if you need further assistance. We're always here to help. Take care!

Do I need to mark each invoice as paid?  Or can I simply match it when the deposit hits?  

I'm glad you've joined this thread, Kim.

There's no need to mark your invoice paid manually. Once you match the deposit to the invoice, it will show as paid automatically. I'll share the detailed info below.

The matching option is available in the Bank Transactions tab from the Transactions section. Here's how:

1. Go to Transactions and select Bank Transactions if it was paid via bank or App Transactions if it's a third-party payment app linked to QBO.
2. Find and click the deposit in the For Review section.
3. Select the Match option.
4. If multiple invoices show, put a checkmark on the correct one. Then, click Match below.
5. If it only shows one invoice, click the green Match icon directly. Then, it will be marked as paid automatically in the Invoices section.

Also, you can read this article to ensure that your bank statement and QuickBooks balance match: Reconcile and account in QuickBooks Online.

If you have additional questions about matching your invoices to your deposits in QBO, click the Reply button below. We'll assist you as soon as possible. Keep safe, and have a good one.