Receiving 1 credit card payment for multiple invoices in Quickbooks Online.

Hello there, @Lostsolopreneur.

QuickBooks recognize to generate transactions created per customer. The system apply each payment for each invoice.

In your scenario, you can process a single deposit that you can link to individual invoices by manually recording the bulk payment. Here's how:

1. Go to the + New icon and choose Bank Deposit.
2. Proceed to the Add funds to this deposit section.
3. Enter the customer names in the Received From column.
4. Make sure to use Accounts Receivable for the Account so you can link it to the invoice.
5. Add a Payment Method then the respective amount you received. Choose Credit Card.
   

Once done, match the deposit to the transaction. You can utilize the Find Match option to link a bulk deposit to multiple transactions in QuickBooks. Here's how:

1. Go to the Banking menu.
2. Select the account where you receive the deposit.
3. Click the transaction to expand the options, then tap the Find Match radio button.
   
4. Find the invoice and the other transactions related to the deposit.
5. Then, Save.

To keep your bank transactions organized, you can check this article: Categorize and match online bank transactions in QuickBooks Online.

Let me know if you have other questions or need more help handling transactions in QBO. The Community is always around to help. Take care and stay safe.

Hi Lostsolopreneur,

Hope you’re doing great. I wanted to see how everything is going about the workaround used for the multiple invoices with credit card payment in Quickbooks Online. 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!

Thank you for your reply.

For clarification, using QB payment link automatically creates a Sales Receipt and Bank Deposit. By creating an additional deposit as you suggested, I'm concerned it would be an duplicate.

For example, I have 5 invoices for $100 each for 1 customer. I send the customer a payment link for $500. QB creates a Sales Receipt for $500 and a Bank Deposit for $500 (along with any other QB credit card transactions for the day). I now have 5 unpaid invoices for $100 each and a paid $500 sales receipt for that customer. 

If I go to the banking transaction that was created for the sales receipt, QB has automatically matched it to the deposit. I can click Find Other Matches, search for the invoices, and select them. The problem is that the additional credit card transactions on the deposit means the deposit is greater than the 5 invoices alone. When using the Find Other Matches and selecting only the 5 invoices from the Payment Link, I receive an error: "The selected and downloaded transaction amounts don’t match. To continue, resolve the difference." The additional transactions do not show up under the Find Other Matches search. 

Any help would be appreciated it. Thank you!

Thank you for your reply.

For clarification, using QB payment link automatically creates a Sales Receipt and Bank Deposit. By creating an additional deposit as you suggested, I'm concerned it would be an duplicate.

For example, I have 5 invoices for $100 each for 1 customer. I send the customer a payment link for $500. QB creates a Sales Receipt for $500 and a Bank Deposit for $500 (along with any other QB credit card transactions for the day). I now have 5 unpaid invoices for $100 each and a paid $500 sales receipt for that customer. 

If I go to the banking transaction that was created for the sales receipt, QB has automatically matched it to the deposit. I can click Find Other Matches, search for the invoices, and select them. The problem is that the additional credit card transactions on the deposit means the deposit is greater than the 5 invoices alone. When using the Find Other Matches and selecting only the 5 invoices from the Payment Link, I receive an error: "The selected and downloaded transaction amounts don’t match. To continue, resolve the difference." The additional transactions do not show up under the Find Other Matches search. 

Any help would be appreciated it. Thank you!

Hello there, Lostsolopreneur.

You're correct. Adding another deposit will result to a duplication. What we're going to do is to exclude and delete the deposit on the Banking page. Here's how:

1. Go to the Banking > For Review tab.
2. Select the transactions by putting a check mark on the boxes and click the Batch actions drop-down menu.
3. Choose Exclude Selected.

Once done, the transactions will be added to the Excluded tab were you can undo or delete them. Here's an article for reference:  Exclude expenses from downloaded bank transactions.

Afterwards, you're good to reconcile the account. Here are references in doing so:

• Categorize and match online bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online

I'll be around if there's anything else you need. Thanks!

What about the section where we enter their credit card? To pay for these multiple invoices? They gave us a credit card and I don't know what to do with it! Very frustrating!

Let's get working so you're getting paid, mindraalex.

I'll share the steps on how to receive payments for multiple invoices using the card information that's provided to you. Here's how:

1. Click the + New button and select Receive payment or Receive invoice payment.
2. Look for the name of the customer in the drop-down list for Customer. 
3. Proceed to the Outstanding Transactions section, select all open invoices that the customer wants to pay. 
4. From the Payment method drop-down menu, select Credit card.
5. Select Enter credit card details.
6. Enter the credit card info, or select Swipe Card.
7. Optional: To save this customer's credit card, select  Use this credit card in the future.
8. Click Process credit card and select select Save.
9. Select Save and close or Save and new.

Here's an article about this process for more details: Process a Credit Card Payment in QuickBooks Online.

Feel free to check out this page where you can see some of the most commonly asked questions when using the feature: QuickBooks Payments FAQ.

As always, feel free to join us back if you need anything else. We'll make sure to hep you anytime. 

I know these steps. Not all invoices are shown in that section because customer name is different.

Cleaners 1 Invoce $230

Cleaners 2 Invoice $230

Cleaners 3 Invoice $230

Total payment should be $690

If I do it your way then only one invoice will show up!

I can make 3 different charges no problem. The question is how can I charge his card once? I wish there was a section under receive payment to select other customer invoices!

Hi there, mindraalex.

Allow me to chime in and provide some information about credit card payments to multiple invoices.

I understand how beneficial charging the card once to different customers is. However, that option is unavailable in QuickBooks Online (QBO). 

Since this is for different customers, you need to manually change the credit card on file to make a charge.

To update a customer's credit card information:

1. Go to Sales at the left pane.
2. Choose Customers.
3. Tap a customer on the Customer page.
4. Hit on Edit. If you can't see the Edit button, you need to set up the credit card payment methods in the Payment List.
5. Click on Payment and Billing under the Customer information.
6. Tick in the current card number below the Preferred payment method line.
7. Choose the + Add link in the upper right.
8. Enter the new card information, then click Save. After you save the entry, you can only view the last 4 digits of the card number.
    

To change a customer's credit card information in the sales receipt or receive payment:

1. Go to the Plus (+) icon.
2. Under customers, click Sales Receipt or Receive Payment.
3. Tap the customer.
4. Click the current card number below the Preferred payment method field.
5. Tick the + Add link in the upper right.
6. Enter the new card information, then Save.
    

You can check this article for additional reference: Edit a customer's credit card information.

In addition, I've added this article to learn how to check when QuickBooks deposits customer payments into your bank account: Find out when QuickBooks Payments deposits customer payments.

Know that my doors are always open to help if there's anything else you need. Thanks for coming, and have a good one!

Hey there, @Lostsolopreneur. 

Thanks for chiming back in. 

We take your feedback very serious. You can also send your feedback to our Product Developers so they can consider this in the near future for the system. 

Keep up with what's new in the product by using a Blog site. 

Feel free to come back and ask other questions if need be. We're always here to lend a helping hand. Take care! 

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@Lostsolopreneur wrote:

Unfortunately this is not an ideal solution and a company as large as Intuit should easily be able to implement a way to pay multiple invoices at once. This isn't a new request by any means. 

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QB Payments doesn't offer such feature yet. You may find the feature in a 3rd party merchant service and it supports QB.

Payment Links should allow you to create a link for the customer to pay (1) existing customer invoices, (3) the entire balance owed, or (3) create a sales receipt (this is currently the only option). Also, this link should be able to be embedded in a customer statement.

With respect, you should read the list of steps that you suggested an average customer follow in order to do a very simple task.  Your suggestion is not reasonable.  

The request is simple.

Quickbooks... Please allow our customers to pay multiple invoices through whatever payment gateway to pay their entire open balance in one shot.  A simple way to pay their balance in full.

It is not complicated request and it shouldn't require us to go down a check list with 10 action items and 45 extra clicks.  This should have been a priority years ago when I, (and many others) made this same plea to the development team.  

Can anyone explain why this hasn't been done and more importantly, when it will be implemented?  There are zero reason why this wouldn't be useful to every Quickbooks customer. 

We need a "Pay in Full" option.  

Hello 3BridgesBrandon,

What you're saying makes total sense. I see how really important to get this feature added to QuickBooks that would help you run your business seamlessly. For now, we're unable to tell when your customer can pay multiple invoices for their entire balance.

Still, I recommend sending your valuable feedback to our Product Development team. You'll need to sign in to your QuickBooks Online account to share with us your insights about the feature you want to include in the program. Here's how:

1. Go to the Gear icon.
2. Select Feedback under Profile.
3. Enter your suggestion. Then, click Next.

We always want to hear your suggestions as we continue developing the product as best for your business. Feel free to comment below if you have other concerns with QuickBooks. 

Thank you for your solution.  Looks like a year later, this still isn't any better because I came here with the same question as you.  I am disappointed that Intuit can't figure out a way to fix this.

I agree, the proposed solution here is insanely complex. Why doesn't QBO simply create a feature that draws from the client's account and says "Pay other invoices here" and links them to a box where they can click all remaining invoices and pay all at once? A very simple fix to a very simple problem. 

This seems like a good work around however seems like it's double work.  Thank you for sharing and I will also consider doing this until there is an actual solution from quickbooks, however I do not for see a fix to this because that would take away from the 2.99% per transaction.  This is how they will rack up the fees..