Skip to main content

Get 50% OFF QuickBooks for 3 months*

Buy now
Switch to QuickBooks and 70% off for 3 Months
February 23, 2026
Question

When importing invoices into QuickBooks online, how do you tell it to post the payment into a specific banking account instead of it adding the payment as a service item inside the invoice?

  • February 23, 2026
  • 1 reply
  • 8 views

My Question is "When importing invoices into QuickBooks online, how do you tell it to post the payment into a specific banking account instead of it adding the payment as a service item inside the invoice?".  Because of this I have to go into the each invoice and deleting the payment on the line item.  Marking it paid and saving it.  When you have 200 invoices this is tedious.

 

To ensure invoice payments in QBO go to a specific bank account instead of appearing as a service item, you must use the Receive Payment feature to link payments to invoices, rather than importing payments directly into the invoice record. Import only the invoices, then record payments separately by selecting the specific bank account in the deposit field.

 

So this looks like a limitation for QBs online, because I was able to select the account that I wanted my imports to go to from YourMembership using the "DESKTOP" version.  The way I selected the account, I would go into an existing Payment and reset the payment and then executed the import.  

 

Will there be a fix to this in the future?

1 reply

QuickBooks Team
February 23, 2026

I'd be wondering the same thing if I had 200 paid invoices to bring over, Franklin. 

 

QuickBooks Online (QBO) handles things a bit differently than Desktop. When you import invoices, they come in as unpaid. Therefore, instead of adding a payment as a separate service item when uploading, simply skip that process and use the Receive payment feature afterward. That's the correct way to record payments in QBO.

 

If you regularly import paid invoices, it’s best to import them (as unpaid) first. Then, connect your bank account to automatically download the payments or upload them manually. Those payments will detect their corresponding invoices as matching entries. All you need to do is click on Match to link them to the invoice. 

 

About your question, I’d recommend submitting a feature request to streamline the process to include payments during import. This way, our development team can consider adding this functionality in future updates.

 

If you have further questions related to QBO, feel free to reply to this post. 

QuickBooks Team
February 26, 2026

Hi KSfranklin,

I just wanted to follow up to check if the resolution we provided helped resolve your issue.

Please let us know if everything is now working as expected or if you’re still experiencing any problems.We’ll be glad to assist further if needed.