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Record invoice payments in QuickBooks Online

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

If your customer plans to pay you in the future, you can create and send them an invoice. When a customer pays an invoice, you need to record that payment to connect it to the invoice to balance your accounts.

Note: If you use QuickBooks Payments to process payments, we handle all the accounting for you. When your customer makes a payment on the invoice, QuickBooks processes the payment and categorizes it into the correct account.

To watch more how-to videos, visit our video section.

Record invoice payments

After you process a payment from a customer, you need to record it in QuickBooks to mark the invoice as paid. Otherwise, the invoice stays open and remains unpaid on your reports. You can record the full or partial payment on an invoice, and QuickBooks tracks any remaining balance.

Record payment for a single invoice

  1. Select + New.
  2. Select Receive payment.
  3. From the Customer dropdown, select the name of the customer.
  4. From the Payment method dropdown, select the payment method (credit card, debit, PayPal, Venmo, or ACH bank transfer).
  5. From the Deposit to dropdown, select the account you put the payment into.  
  6. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
  7. Enter the Reference no. and Memo if needed.
  8. Select Save and close.

Record partial payment for an invoice

  1. Select + New.
  2. Select Receive payment.
  3. From the Customer dropdown, select the name of the customer.
  4. From the Payment method dropdown, select the payment method (credit card, debit, PayPal, Venmo, or ACH bank transfer).
  5. From the Deposit to dropdown, select the account you put the payment into. 
  6. In the Amount received field, enter the amount your customer paid.
  7. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
  8. Enter the Reference no. and Memo if needed.
  9. Select Save and close.

To see the remaining balance for the customer:

  1. Go to Business overview and select Reports (Take me there), or go to Reports (Take me there).
  2. Find and open the Customer Balance Summary report.
  3. Select Run report.
  4. Review the customer's open balance in the Total column.

Note: When you record partial payments, QuickBooks applies the payment to the invoice line items in order. Additional payments apply to the next line items until the payment is complete.

Group multiple payments together into a single deposit

If you make a bank deposit with several checks in a single deposit, use the Undeposited Funds account to record the payments in QuickBooks. This lets you group multiple payments into one deposit transaction in QuickBooks. Only do this if your bank recorded multiple payments as a single deposit.

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