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buildingmathmindscollaborative
April 9, 2026
Solved

Invoice status that won’t change from overdue to deposited

  • April 9, 2026
  • 3 replies
  • 25 views

I recently switched from QBSE to QBO. At the time of the switch, while I was still using QBSE, I had some invoices which had been paid to my linked bank account that I had not manually change from overdue to paid.

Now that I am in QBO, I can see the payments to the linked bank account. The invoice statuses are listed as overdue. I am unable to connect the payment to the invoice so that the statuses change to deposited.

I have tried using the record payment action in the invoice view without success. 

 

Best answer by buildingmathmindscollaborative

I spoke with a Live Expert who informed me that this was a known problem with QBSP. His suggestion was to upgrade to QB Simple Start. This would nearly double my monthly payment from $20 to $38. 

 

Instead, I found a workable solution on my own. 

 

After the upgrade to QBSP, invoicing and payment have worked as expected. I send out an invoice. The bank receives a payment. In the Invoices window, I click on record payment, select the matching payment, and the invoice status changes to deposited.

 

The problem was only with the invoices and payments that were not matched during the upgrade. 

 

The solution

1. In the bank transaction window, unlink the payment from the invoice with overdue status.

2. Create a new invoice by copying all of the details except the invoice number from the overdue invoice to a new replacement invoice.

3. For the replacement invoice, select record payment and choose the corresponding payment. The replacement invoice status will change to depositied.

4. Delete the original invoice with overdue status.

5. Open the replacement invoice and renumber it with the number from the overdue invoice.

6. Repeat for all overdue invoices.

3 replies

M
Mirriam_MQuickBooks Team
QuickBooks Team
April 9, 2026

You can use the Match feature in QuickBooks Online (QBO) to link payments from your synced bank account to the overdue invoice.

 

To process a payment, go to All apps > Accounting > Bank transactions. Select the appropriate Bank Account, then the Pending tab to find the payment. In the Match/Categorize column, choose the suggested match. Review the transaction suggestions, and once confirmed, select Post to complete the process.

 

Once done, your overdue invoices will be automatically marked as paid.

 

In addition, we have a team of experts who can offer personal guidance on linking your accounts, automating tasks, and teaching the best bookkeeping practices to increase your efficiency. Check out QuickBooks Live Expert Assisted for more details.

 

If you have additional questions about matching your invoices to your deposits in QBO, click the Reply button below.

B
buildingmathmindscollaborativeAuthor
April 9, 2026

Thanks for your help.

How do I get to All Apps? I don’t see it in the navigation pane (far left) or any of its sub-menus. 

 

R
Raldwin_DQuickBooks Team
QuickBooks Team
April 9, 2026

Hi there, @buildingmathmindscollaborative. Based on your screenshot, it appears you are using QuickBooks Solopreneur (QBSP) rather than QuickBooks Online (QBO). The All apps setting is available only to QBO subscribers.

 

To address your main concern, check if the payment is categorized to an Income account. Also, ensure that the payment has not yet been matched to a different invoice. To do this, go to the Transactions tab and look for the Link symbol on the right side of the transaction. If it has the icon, this means the transaction is linked to a different invoice.

image.png

To fix this, unlink the payment by going to the Get paid tab > Invoices > Click the dropdown beside Print > Mark as unpaid. This process will unlink any transactions attached to the invoice.
 

If the payment is not linked to an invoice, you can match it directly by going to the Get paid tab > Invoices > Record payment > Select the right account in the Deposited to dropdown. > Tick the payment transaction checkbox. You can use the Sort and filter settings to quickly display transactions within your desired date range. > Next > Save. 

image.png


Once done, it will automatically set the status of your invoice from Overdue to Deposited. You may refer to this article for more details: Record invoice payments.


Feel free to comment if you have additional questions. We’re here to help.

B
buildingmathmindscollaborativeAuthor
April 9, 2026

Thanks for the correction about my QBO?QBSP mistake.

Here is a screenshot from transactions window with a linked deposit of $200 for invoice 1209.

 Here is a screenshot from the invoice window for Invoice 1209. It still shows as overdue.

 This invoice and the payment received were from the time when I was using QBSE. I didn’t mark as paid before I moved over to QBSP.

 

Yesterday, I followed the steps you described: 

"If the payment is not linked to an invoice, you can match it directly by going to the Get paid tab > Invoices > Record payment > Select the right account in the Deposited to dropdown. > Tick the payment transaction checkbox. You can use the Sort and filter settings to quickly display transactions within your desired date range. > Next > Save. “, but the status never changed from overdue to deposited.

R
RusimyhrQuickBooks Team
QuickBooks Team
April 9, 2026
Hi there, @buildingmathmindscollaborative. Looking at those images, could you clarify if you are accessing your account through the QuickBooks Online (QBO) mobile app, a web browser, or both? Knowing this helps us narrow down the root cause.
 
If you're using the QBO app , please ensure that it is updated to the latest version. Once confirmed, refresh the app’s data to make sure QuickBooks is functioning properly. This process will eliminate potential sync issues and ensure the app runs smoothly.
 
If you're already using the web browser, it would be best to contact our Live Support team. They have the tools to look deeper into your account backend and investigate if there is a data migration error from your switch from QBSE.
 
I’ll keep an eye on this thread if you have additional queries.
EduardA
EduardAQuickBooks Team
QuickBooks Team
April 10, 2026

Hello there, @buildingmathmindscollaborative. Contacting our Live Experts is free of charge and it's already included in your subscription. Just make sure you reach out during business hours to get connected.

 

If you have more questions, feel free to drop them in the thread anytime.

B
buildingmathmindscollaborativeAuthorAnswer
April 12, 2026

I spoke with a Live Expert who informed me that this was a known problem with QBSP. His suggestion was to upgrade to QB Simple Start. This would nearly double my monthly payment from $20 to $38. 

 

Instead, I found a workable solution on my own. 

 

After the upgrade to QBSP, invoicing and payment have worked as expected. I send out an invoice. The bank receives a payment. In the Invoices window, I click on record payment, select the matching payment, and the invoice status changes to deposited.

 

The problem was only with the invoices and payments that were not matched during the upgrade. 

 

The solution

1. In the bank transaction window, unlink the payment from the invoice with overdue status.

2. Create a new invoice by copying all of the details except the invoice number from the overdue invoice to a new replacement invoice.

3. For the replacement invoice, select record payment and choose the corresponding payment. The replacement invoice status will change to depositied.

4. Delete the original invoice with overdue status.

5. Open the replacement invoice and renumber it with the number from the overdue invoice.

6. Repeat for all overdue invoices.

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