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Level 1

Batch import of PAID invoices

Problem

 

I need all of my data to "automagically" tie together in QuickBooks so that when I run reports or extracts, they are accurate.  

 

Right now I do not use QuickBooks for invoicing because it won't let me do the template the way I need it for my clients.  So I use Zoho Invoice which unfortunately is perfect for that one need.  But I am trying to import all invoice data over to QuickBooks so I at least have the records.

 

Unfortunately, as far as I can see, QuickBooks will not allow you to import the actual PAID status.  It seems (but this is just a theory) that QuickBooks assumes that you will:

1. Import customers

2. Import estimates

3. Import invoices

4. Import payments

 

And by way of data correlation, it will then link everything and mark them all.  That's fine, but it's not what I want to do.

 

In my case the "customer" is really a placeholder for a project.  One customer could have multiple projects with separate invoicing.  This is all for billable expense, so there isn't an estimate because it's a recurring invoice and it originated with a contract, not a quote.  Payments are recorded manually because they are deposited to the account through Direct Deposit, not through some human logging into a portal and entering check data.  I don't have to record amounts or dates, just the fact that it was paid and via bank transfer.  Done.

 

I see no way to pass this status to override what QuickBooks is assuming is still an unpaid invoice when it isn't.

 

The template does not have a field for the status of the invoice that overrides it, and SaasAnt doesn't have access to such a field, so I assume it's not there.

 

Question

How do I "bulk mark" invoices as Paid?

Solved
Best answer 02-15-2020

Best Answers
Highlighted
Moderator

Batch import of PAID invoices

Thanks for reaching out here and providing the detailed information of your concern, megasolutionsllc.

 

Let me share some insights about your concern. For now, the option to mark paid invoices by bulk is unavailable in QuickBooks Online. You'll have to manually open each invoice and mark them as paid. Here's how to do it:

  1. From the left panel, select Sales.
  2. Choose Invoices.
  3. Under the Actions column, click Recieve payment.
  4. Enter the required field.
  5. Click Save and close.

When you go back to the invoice, it will now show as paid. To give you additional information in recording customer's payment, please check out this article: Record invoice payments in QuickBooks Online.

 

I understand the need for having this feature in QBO and this is a great idea to add in the program, so I'm personally taking note of this suggestion and send it to our developers. This helps them in deciding on what features might be added in their future product updates.

 

Be sure to get back to me if there's anything else you need. I'd be happy to help you all the way. Have a good one!

View solution in original post

3 Comments
Highlighted
Moderator

Batch import of PAID invoices

Thanks for reaching out here and providing the detailed information of your concern, megasolutionsllc.

 

Let me share some insights about your concern. For now, the option to mark paid invoices by bulk is unavailable in QuickBooks Online. You'll have to manually open each invoice and mark them as paid. Here's how to do it:

  1. From the left panel, select Sales.
  2. Choose Invoices.
  3. Under the Actions column, click Recieve payment.
  4. Enter the required field.
  5. Click Save and close.

When you go back to the invoice, it will now show as paid. To give you additional information in recording customer's payment, please check out this article: Record invoice payments in QuickBooks Online.

 

I understand the need for having this feature in QBO and this is a great idea to add in the program, so I'm personally taking note of this suggestion and send it to our developers. This helps them in deciding on what features might be added in their future product updates.

 

Be sure to get back to me if there's anything else you need. I'd be happy to help you all the way. Have a good one!

View solution in original post

Highlighted
Level 11

Batch import of PAID invoices

@megasolutionsllc 

Utilize the importer tool for your needs

https://transactionpro.grsm.io/qbo

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

You will make 2 steps

1. Import the invoice transaction data (the paid ones), then

2. Import the receive payment data to mark them paid in QuickBooks. The template should be like this

RefNumberTxnDatePaymentRefNumberCustomerPaymentMethodDepositToAccountInvoiceApplyToLineAmountPrivateNoteCurrencyExchangeRate
128/11/202050245Janice JohnsonCheckChecking101100.00   
228/11/20204908Leonard Walker IncCheckChecking102138.78   
328/11/20204908Lisa SmithCheckChecking103126.50   
Highlighted
Level 1

Batch import of PAID invoices

Thank you for routing to the developers.  It's shocking - frankly - that such a basic thing is not in play.

 

Here's some more about the situation and why this is a problem.  Maybe it will help the developers with their prioritization.

 

In my case we issue invoices weekly.  The client(s) can pay them anytime in NET30 terms, and may or may not pay single; meaning, you could have an invoice Week 1 that's $5k and an invoice Week 2 that's $10k; the client might issue a single payment for $15k - in fact this happens more than it doesn't.  So I have no way to enter a single payment to two invoices because there's only one field.  There are no checks so I can't enter them that way, either.  So we code it paid because we see it came into the account.

 

I can't use account auto reconcile when this happens because QuickBooks has no way of knowing which invoice(s) got paid if the amounts are recurrent ($15k, then another $15k across four invoices).  It can see there's a payment if I create a rule against the memo, but it doesn't WHAT got paid.  So I'm still having to mark the payment.

 

The reason we issue weekly instead of otherwise is that many clients only process invoices on a fixed schedule.  They don't just pay it because it arrived.  They pay it during their scheduled processing window and require that we submit the invoice at least a week prior to that window to give them time to enter it into AP.  Additionally, if they're waiting on something else - like approval from another party - they may not pay it during the schedule, either.  Still within NET30 but not with the cadence that QuickBooks is assuming.

 

In a "perfect world", you would have a function that enables something like this:

  • I create a client
  • For that client I create a project
  • For that project I create a payment agreement (weekly/biweekly/monthly/quarterly/adhoc or custom) and duration (1 month, 3, months, 6 months, 1 year, adhoc or custom)
  • The payment agreement has a dollar amount I expect to get paid with a frequency (hourly/flat/adhoc or custom) and a total calculated accordingly
  • The payment agreement is associated to a deposit account (which is tied to the Banking area).
  • Based on the cadence specified in the payment agreement, QuickBooks analyzes the specified deposit account and looks for transactions (whether Direct Deposit, Wire Transfer, ACH, check deposit or otherwise) that match the amount specified in the agreement within a time period based on a previous payment (i.e. this payment came in at the end of Week X, I see two invoices generated very recently before Week X, they're likely associated) and flags for review
  • I go in and accept, based on the rule, that the one(s) it found correlate to the payment agreement and I determine if there should be an auto-rule or not
  • QuickBooks takes my spec and automagically (A) creates a payment record, (B) marks the invoice as paid, and (C) updates Sales reporting (they are sales of "billable activities", not tangible items).

In a perfect world.  But no tool I can think of does this for some bizarre reason despite it really being that simple.  Because that's what I'm doing as a human.

 

I'm almost at the point of building such a flow in an ECM platform because I know I can, but I don't feel like I should have to do that.  

 

Zoho doesn't do it either, but at least when I mark the invoice paid, it automagically creates the payment record for me. 

 

Neither Zoho or QuickBooks allow me to bulk pay invoices in this manner - just select all of them and mark them paid, or give me a grid to mass edit easier (I can do this in SharePoint, but it's not the right tool for the job).  You're talking 3-4 clicks PER invoice which is a waste of a human's time.  But since Zoho is the current invoicing tool, bulk pay is not a requirement.  At most it's two invoices which is manageable.

 

To @Fiat Lux - ASIA : this is basic functionality.  It should not require third party tools.