Question

how to receive a payment and send a receipt with an actual balance in QB's online

Forum|Forum|2 years ago
October 12, 2023
2 replies
79 views

QuickBooks Online

Level 8

Welcome to the Community space!

I acknowledge you're looking for guidance on receiving payment and sending a receipt in QuickBooks Online (QBO) while ensuring the receipt reflects the actual balance. I'm here to assist you with this matter.

To begin, let's make sure to record the sales receipt in your account. We record these transactions when a customer immediately pays for products or services.

Here's how:

Navigate to the + New, then select Sales receipt.
From the Customer ▼ dropdown, choose a customer.
Select the product or service you sold in the Select a product/service ▼ dropdown.
(Optional) You can edit your line item's quantity or rate in the Qty and Rate field.
Fill out the other necessary fields in the sales receipt, then click Save.

Once done, we can send them a customer statement to show customers summaries of their invoices, payments, credits, and balances.

If you're referring to receiving invoice payments, you can review this link for the details: Record invoice payments in QuickBooks Online.

Furthermore, I've added an article to help put payments into the Undeposited Funds account before you combine them into a deposit: Deposit payments into the Undeposited Funds account.

If you encounter any difficulties or have further questions, please don't hesitate to let me know. I'm here to assist you and ensure you can effectively receive payments and send receipts reflecting the correct QBO balance.

C

cnix1

This process you are referring too not inefficient or time saving. Yes, it can be done that way, it is more steps/clicks that you should not have to do. This is a bookkeeping software system. When you receive payment on an invoice, and there is a print button on the receipt page and at the end it says balance due - the system puts in $0.00 when there is a balance on that particular invoice, it makes the customer believe there is not a balance. You should not have to go back into that invoice and reprint that. I have 3 separate accounts/businesses with quickbooks online and this does not happen on one of my business. The format on payment receipts are complete different. My payment receipt shows only the date of the invoice (in some cases we have multiple projects and are billed on the same date) and between the date and payment amount there are 6 columns that are not being utilized. (see below for example) This is a mapping or formatting configuration that could be changed. It gives no reference as to what invoice # it was posted too or anything. What is the purpose of having a print button when the balance due isn't correct. My other business states payment amount credit and has the total check amount. If we can customize the invoices, we should be able to customize the receipts as well. We pay good money each month for this service and it continuously increases for what??? So we can be told, go to a different page... more clicks...or create a statement.. this should not be this way. Here is what it looks like. All of these columns are on my receipt and formatted exactly like this.

	Invoice Date	Payment
1	9/5/2023	$$$.$$
2	10/12/2023	$$$.$$
3	10/25/2023	$$$$$
4	11/06/2023	$$$$$

Memo: BALANCE DUE $0.00

(My customer owes us thousands of dollars, it should not say balance due 0.00 especially when on those invoices there are balances still owed)

Service

You can receive a payment within an invoice and send a receipt for the payment, but the balance due is not on the receipt. The balance is on the invoice, so send the invoice to the customer after you receive a payment, and it will show the balance due, if any.

C

cnix1

This process you are referring too not inefficient or time saving. Yes, it can be done that way, it is more steps/clicks that you should not have to do. This is a bookkeeping software system. When you receive payment on an invoice, and there is a print button on the receipt page and at the end it says balance due - the system puts in $0.00 when there is a balance on that particular invoice, it makes the customer believe there is not a balance. You should not have to go back into that invoice and reprint that. I have 3 separate accounts/businesses with quickbooks online and this does not happen on one of my business. The format on payment receipts are complete different. My payment receipt shows only the date of the invoice (in some cases we have multiple projects and are billed on the same date) and between the date and payment amount there are 6 columns that are not being utilized. (see below for example) This is a mapping or formatting configuration that could be changed. It gives no reference as to what invoice # it was posted too or anything. What is the purpose of having a print button when the balance due isn't correct. My other business states payment amount credit and has the total check amount. If we can customize the invoices, we should be able to customize the receipts as well. We pay good money each month for this service and it continuously increases for what??? So we can be told, go to a different page... more clicks...or create a statement.. this should not be this way. Here is what it looks like. All of these columns are on my receipt and formatted exactly like this.

	Invoice Date	Payment
1	9/5/2023	$$$.$$
2	10/12/2023	$$$.$$
3	10/25/2023	$$$$$
4	11/06/2023	$$$$$

Memo: BALANCE DUE $0.00

(My customer owes us thousands of dollars, it should not say balance due 0.00 especially when on those invoices there are balances still owed)

C

cnix1

*not efficient. opps this should not have read not inefficient. wish you could edit these responses or posts. if you can i am not able to find it. i am new to the community.

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