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Level 1

Recording a cash payment without invoice

I'm a photographer so my sales are services. Typically I will send a customer an invoice for the retainer to book my services.


Later on, the client will pay the remaining balance when the service is performed. If they pay with credit card/bank I just send them an invoice. But sometimes they give me cash on the spot and I never send them an invoice since they have paid in full at that point.


Typically I just deposit the cash, then the bank feed downloads that and I record that deposit and use my "Events Income" (or "Portraits income") category. 


Lately I've been wondering if that is OK or should I be creating a sales receipt when someone gives me cash on the spot to pay what they owe for the service?

Level 15

Recording a cash payment without invoice

you can do it that way

but you bypass customer reporting and item reporting, if you never have repeat customers or never make an offer to a previous customer based on prior sales, then it is moot

Not applicable

Recording a cash payment without invoice

I'm pleased to see you again here in the Community, @DevgPhoto.


Thanks for providing exactly what you did with the cash you received from your customer. It's okay to record that deposit since you can manually add funds to deposits if this doesn't come from any sales forms.


However, It'd be best if you record this payment by creating sales receipts instead. The sales receipt is still one of the most important customer-related transactions in QuickBooks Online when receiving full payment at the time of the sale. 


Let me provide you with the following helpful articles for more details:


Record customer payment in QuickBooks Online
How to Record Bank Deposits in QuickBooks Online


That's it. Keep me updated how it works for you.


I'm just a post away if you have other questions about recording cash payments in QuickBooks. I'm always here to help.





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