Hello

We have a new CRM program and I already took checks to the bank. Now i need to enter the customers into our CRM program to schedule the job. The CRM program pushed the Paid Invoice to QBO and marked it Paid and Closed. Will my QBO sales double as well as my bank deposit??

Thank You!

Cindy

Hey there, @Cindy1008. 

Thanks for joining in on this thread and letting us know your concern about if your sales doubling in your QuickBooks Online (QBO) account. I can give you some insight to help answer your question. 

As long as you don't manually enter those transactions again into QBO, then your sales won't double. The sales will be fine with the CRM program bringing in those transactions. You can use this link to find your third-party CRM program, and it will provide further details for your business. 

In addition, cruise on over to our tutorials page to see other available features that can be helpful for you. 

I hope this information gives you an answer to your question. If not, don't hesitate to ask another. I want to make sure that you're able to get back on track. Have a wonderful day! 

Thank You Candice!!

Same for the deposits at my bank. They won't be doubled when I go to reconcile my bank statement?

We have only used QBO for 2 months so I'm still trying to get used to how things work with our new CRM program as well. :-)

Appreciate the help,

Cindy

Good evening, @Cindy1008. 

Thank you for reaching back out to me. I appreciate you coming with additional questions. 

Yes, you're on the right track. If the deposits are brought into QBO by using your third-party CRM program, then they won't duplicate unless you manually enter them into your account. This information should set the record straight. 

Don't forget to review the articles that I gave above for some helpful details. 

I hope my reply finds you with a smile. Should you need any further assistance, feel free to ask. I'm only a comment away if you need me. Have a splendid day and weekend ahead! 

THANK YOU!!!  I will also review the information you sent me.

Have a Great Day!

So how do I correct the Sales Receipts & Invoices that say closed when they are PIF?

Let me take care of your concern for today, kevynq

If you're trying to correct Sales Receipts and Invoices that are paid in full but says it's closed, then you'll just want to manually edit the transaction. Before doing so, you'll want to check with your accountant to make sure payments that were linked in the following transactions will not affect your balances.

1. Find and open the transaction.
2. In the Invoice or Sales Receipt window, simply change the customer to the correct one.
3. Make the necessary changes and click Save and close.

I'm adding this article that tackles how to let customers pay their invoices online for future reference: Take and process payments in QuickBooks Online.

Also, for your future reference about QBO, you may check our Help articles: Help articles for QuickBooks Online.

If you mean something else, please let me know and I'd appreciate it if you can give us additional information about it. I wanna make sure this is taken care of. Have a nice day.

I understand the Paid and Pass Due part, my problem is I click received payment, client amount, click deposit, make deposit perfect it's in my register like I have been doing for years. Then it pops up in my PAST DUE. It's done this to me on several occasions so I let it just sit there because when I try to fix it I end up making it worst.  

Thanks for letting us know your concern, @VPH808HI.

I can provide some tips about receiving payments in QuickBooks.

Let's go through some basic troubleshooting procedures to see if this is a browser issue. When a cache is kept for a long time, it can cause the browser to behave strangely. Allow me to demonstrate.

To begin, open a private/incognito window and log into your QuickBooks Online (QBO) account. The keyboard shortcuts for opening a private/incognito window are as follows:

• Mozilla Firefox: Ctrl + Shift + P
• Google Chrome: Ctrl + Shift + N
• Safari: Command + Option + P
• Internet Explorer: Ctrl + Shift + P

After that, I suggest you create a dummy invoice and receive the payment once more. If you're able to do it seamlessly, then you'll have to clear your browser's cache regularly. But if you get the same issue, it's best to contact Customer Support. This will allow them to investigate it further and give you the best resolution to your issue. 

Let me know if there's anything I can help you with. I'm always ready to back you and your business. Stay safe always.

Hey Kristine Mae,

Why does the closed payment have a negative amount, but the paid invoices have a positive amount?

Hi there, Ramy2. 

I can share some information regarding the negative entry on your sales in QuickBooks Online (QBO).

When customers make a payment to an invoice, an overpayment may happen of the time. This is the reason why you're seeing a negative balance upon reviewing the list of their transactions.

You'll have to check if these are duplicates or not. Then, check if there should be an invoice to apply it to. Create one if needed.

To apply the credit to the invoice, let's follow these steps.

1. Go to the +New button.
2. Under Customers, choose Receive Payment.
3. Verify that the credit and invoice are both selected and that the amounts are equal.
4. Once done, hit Save and close.

Apply the credit to a new invoice:

1. Go to + New in the left panel and choose Invoice.
2. Create the invoice.
3. Click +New and select Receive payment.
4. Select the credit and then Save and Close.

For the complete steps, we can refer to this article: Create and apply credit memos or delayed credits in QuickBooks Online.

If everything is good on your end and you'd want to personalize invoices and other sales forms, see this: Customize invoices, estimates, and sales receipts in QuickBooks Online.

You can always get back to us if you have other concerns managing invoices, credits, or QuickBooks as a whole. Just hit the Reply button so we can respond as soon as we can. Have a great day!

Adding on to this, I also have this question.  My bank account is tied to QBO and a payment comes through that is for an invoice.  QBO lists in the details on this payment, in the bank transactions tab, the matched amount from the invoice and asks "Is this the payment for this invoice?".  I click confirm.  Now going over to the "All Sales" tab, the payment shows up as a "payment" that is "closed" and has a negative number in the amounts column.  When I click on "view/edit" it shows the correct invoice matched in the details.  However it is not listed as a paid invoice in the "all sales" tab, it shows up as a transaction instead.  I have read through here and people have said that transactions need to be linked to an invoice to show as paid, which it appears that they are already linked but they are not showing up as invoices, just as payments still.  Does QBO take some time to link the transactions to the invoices, or is something wrong with the way I am confirming the payments for invoices?

This answer doesn’t resolve the issue for me. Mine has invoices displaying paid, but when I click on the applied payment the client paid the invoice in full.

I appreciate you for joining the thread, Roney.

We aim to provide the best way to help our customers resolve their queries. I want to ensure I'm able to assist you with yours. That said, can you tell me more about your issue? You can attach a screenshot so we can get a glimpse of the situation you're in right now.

Feel free to mention my name in the comment section below. I'll make sure to get back to you as soon as possible. Stay safe, and have a good one!

When the status of the invoice is Paid.

This indicates that the customer paid the partial amount of your invoice.

There's still an open balance left.

On the other hand, when it's Closed, it means that the invoice is paid in full.

How do you take a paid invoice and close it?

Thanks for getting in touch with the Community, Dewey1970.

If you're referring to an invoice that's partially paid and has a Paid status, it can be closed by going to your Receive payment screen and adding the final payment to it.

Here's how:
 

1. In your left navigation bar, use the + New button and click Receive payment.
2. From your Customer drop-down list, choose a customer.
3. Use the Payment method drop-down to pick a payment method.
4. Specify which account you put your payment into with the Deposit to drop-down.
5. Enter an amount in your Amount received field.
6. From the Outstanding Transactions section, find an invoice you're working with and tick its checkbox.
7. Specify a Reference no. and Memo if necessary.
8. Select Save and close.

I've also included a detailed resource about closing invoices which may come in handy moving forward: Record invoice payments

Please feel welcome to send a reply if there's any additional questions. Have a great Wednesday!

DSophia I need help as QB customer service doesnt know how to help me. I now understand the difference between PAID and CLOSED. I just dont understand why this is happening as it is one time payment.