QBO automatically applying payments to incorrect invoices

Lawnkingoftexas · ‎March 02, 2024

HELP!! Quickbooks just recently started automatically applying payments to invoices incorrectly. I use yardbook CRM to integrate invoices and payments into QB online. Historically, it has never matched a payment to an invoice. I always manually go in and match each payment individually to the corresponding invoice.

I haven't even logged into the quickbooks in the last 30 days because I have been so busy. I logged in today and found that QB has automatically applied SOME (not all) payments to incorrect invoices. See attached example This was done on the 27th. It wasn't me and no one else has access.

It looks like qbo had an update or something, how can I stop this from happening? It applied a couple of large payments across several different invoices, obviously incorrectly. I have to go in an clear the payments and then manually create new correct payments for each invoice that has been paid in the last month since I last checked it.

The payment $62.25 was automatically applied to this invoice and it does not belong.

LouiseG · ‎March 02, 2024

I understand that it's crucial to apply the payments accurately to the right invoice, Lawnkingoftexas. Thank you for sharing the screenshot, that helps me understand the situation better.

QuickBooks Online (QBO), offers an option to automatically apply payments to an invoice. However, this feature is not enabled by default. To turn on this setting, you need to go to the Account and Settings section.

Here are the steps to follow:

1. Click on the Gear icon.

2. Select Account and Settings.

3. Choose Advanced from the left-hand menu.

4. Click on the Pencil icon in Automation.

5. Check the box next to "Automatically apply credits.

If the setting is turned off, and since you connect a third-party app to QuickBooks Online. One way to do this is by checking your Audit log , which will show any updates or modifications made to your data. If you see System Administration event in the audit log, it could mean that the third-party app made changes to your data. In this case, it's best to reach out to the app's support team and verify if they made any updates on their end.

Moreover, you can read this article to get a summary of who's falling behind their payments, how much is still due, and past dues: Run an accounts receivable aging report.

You're always welcome to add a comment anytime if you need further assistance in managing your invoices. I’ll be right here to assist anytime.

QBO automatically applying payments to incorrect invoices

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