Record invoice payments

Learn how to record invoice payments in QuickBooks Solopreneur and QuickBooks Online.

Record invoice payments from your customers. This helps you keep track of any remaining balances of your customers.

Note: If you use QuickBooks Payments to process payments, we automate these steps. When your customer pays the invoice, QuickBooks processes the payment and categorizes it.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view .

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With QuickBooks Payments, you can see when customers view and pay invoices, and get an up-to-date picture of your cash flow to make smarter financial decisions. Learn more about QuickBooks Payments.

Record invoice payments in QuickBooks Solopreneur

For payments that customers link from a bank:

1. Go to Get paid, then select Invoices (Take me there).
2. Select the invoice you want to record a payment for.
3. Select Record payment in the ACTION column. The Record payment window appears.
4. Select a bank account from the Deposited to ▼ dropdown.
5. Select the checkbox for the transaction you want to link to the invoice.
   Note: If you don’t find the transaction, the bank may still be processing it or it isn't within the selected date range. You can use the Date filter to expand the date range.
6. Select Next.
7. Enter the payment amount in the Amount to apply field.
8. Select Save.

For cash payments from customers:

1. Go to Get paid, then select Invoices (Take me there).
2. Select the invoice you want to record a payment for.
3. Select Record payment in the ACTION column. The Record payment window appears.
4. Select Cash from the Deposited to ▼ dropdown.
5. Enter the payment amount in the Amount field.
6. Select a date in the Payment date field.
   Note: You can’t select a date before the Invoice date or in the future.
7. Select Save.

Record invoice payments in QuickBooks Online

Note: These steps apply to the new version of Receive payment.

1. Go to + Create, then select Receive payment.
2. Select a customer from the Customer ▼ dropdown. You can select + Add new to create a new customer.
3. Select the payment method from the Payment method ▼ dropdown. You can select + Add new to add a new payment method.
4. Select the account to put the payment into from the Deposit To ▼ dropdown.
   Note: The Deposit To ▼ dropdown doesn't appear if you use a merchant account to process payments.
5. Enter the payment amount in the Amount received field. Payments can be full or partial.
6. In the Outstanding Transactions section, find the DESCRIPTION column.
7. Select the checkbox for the invoices you're recording the payment for.
   • If you select only one invoice, the amount received appears in the PAYMENT column and in the Amount to Apply.
   • If you select several invoices, their open balance also appears in the PAYMENT column. This may exceed the amount you have in the Amount received field. You can adjust the amounts in the PAYMENT column to show the amount received.
   • The Amount to Pay field shows the total amount from the PAYMENT column. Any difference between the amount to apply and the amount received, shows as the amount to credit. Learn how to apply credits to customers.
8. Select Record and close.

Record several invoice payments in a single deposit

You can use the Undeposited Funds account to record several payments in QuickBooks. This allows you to combine those payments into one deposit transaction.

Note: Do this only if your bank combines several payments into one deposit.