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Playawest45
August 13, 2025
Question

Missing invoice

  • August 13, 2025
  • 1 reply
  • 2 views

I had an payment that came in via Playanywhere bank deposit. . 

When I tried to match the invoice to the bank deposit the invoice is missing. If I look at  pledges the transaction shows as Payanywhere. If I select the Payanywhere, I see the original customer's name and I separated the transaction into customer amount and Payanywhere fee. But if I select all sales and enter the customer's name I can not find the transaction. How am I going to know if the customer has paid if it is not obvious? 

1 reply

JenoP
JenoPQuickBooks Team
QuickBooks Team
August 13, 2025

There are a couple of reasons why an invoice may not appear when searching for a match, Playawest45.

 

First, this can happen if the invoice has already been matched or if a payment was recorded manually and is awaiting deposit.

 

To check, open the invoice and make sure there aren't any payments that have been applied to it. Here's how:

 

  1. Open the invoice.
  2. Check the status of the payment in the upper-left-hand corner, just beside the word "Invoice".
  3. You'll either see Paid in full or Partially paid.

 

 

If a payment was already applied, match the deposit from Payanywhere with the payment instead.

 

Next, the transaction you're trying to match might be outside the default date range that QuickBooks is searching. Change the date in the From and To fields to match the invoice date.

 

 

You also mentioned not being able to find the invoice when using the customer's name. Make sure the name attached to the invoice is the customer and not Payanywhere.

 

The Community is always here if you need anything else.

P
Playawest45Author
August 14, 2025

Apparently the match is already made. The customer disappeared from the aging report. 

 

The problem is I do not see the invoice. I looked under All Sales, Pledges and the invoice is not there. So maybe the way it worked is once the match is made then invoice disappears. However, this creates a problem that I don't know if I did invoice and the customer paid or if I forgot to invoice. 

 

P
Playawest45Author
August 14, 2025

Thanks for confirming that the invoice is under Payanywhere, Playawest45.

 

This explains why the pledges are shown when you look under that name.

 

Please note that the invoice will no longer show in the aging report once paid. However, it will always remain in your records even if it's already matched.

 

To double-check if an invoice has already been made, you can run an Invoice List report. Here's how:

 

  1. Go to the Reports menu.
  2. Type in Invoice List or Pledge List in the Search bar, then click on it.
  3. Make sure to use the correct dates in the Report period section.

 

 

If you can't still see it, the invoice might have been deleted or edited. I recommend checking the Audit log report. It tracks every change made in your account, so it's a great way to see if the transaction was accidentally deleted.

 

This article provides a step-by-step guide on how to use the audit log: Use the audit log in QuickBooks Online.

 

You can always reply to us or post new inquiries if you need more help from us.


Technically first, since this is non-profit version, there is not an Invoice list. However, there is pledge list.

 

But the invoice is under Payanywhere. Looks like when Payanywhere is used the customer name is not part of the information sent to Quickbooks.  To track the customer’s payment will have to use a spreadsheet. 

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