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Aubree22
March 15, 2024
Question

Invoice status

  • March 15, 2024
  • 1 reply
  • 0 views

An invoice has been sent, viewed, and paid. The amount has cleared bank acct, but QB is still showing all invoices as being outstanding, and the status of this PAID invoice still only reads "sent." I haven't been able to find a way to manually change the status to "paid" by using the "action" drop-down menu. Why isn't QB updating, and is there a way to manually change the status of an invoice?

1 reply

L
LollyNino_C
March 16, 2024

I can see how beneficial for your business to get the invoices working seamlessly, @Aubree22. Let me share some insights about converting paid invoices to transactions using QuickBooks Online (QBO).

 

If you're using QuickBooks Payments, it will automatically mark the invoices as paid. In QuickBooks Payments, the system automatically assigns the payments to the Undeposited Funds account. The Undeposited Funds account is a temporary account that QuickBooks uses to hold received payments from invoices before you deposit them in the bank.

 

If you're not using QuickBooks payments, you'll have to record payments manually. Here's how:

 

  1. Tap + New.
  2. Choose Receive payment.
  3. From the Customer dropdown, tick the name of the customer.
  4. From the Payment method dropdown, hit the payment method.
  5. From the Deposit dropdown, select the account you put the payment into.  
  6. In the Outstanding Transactions section, tap the checkbox for the invoice you're recording the payment for.
  7. Enter the Reference no. and Memo if needed.
  8. Click Save and close.

 

In case you process payments in the Merchant Service Center, your deposits won’t import into QuickBooks Online (QBO). Make sure to process payments in QuickBooks Online so you don’t have to add them manually.

 

Payments and other account-related issues require special handling. I recommend contacting our QuickBooks Payments Support Team for further investigation.  

 

They can perform a screen-sharing session to trace where the issue is coming from and provide a fix to keep this from happening again. Here's how to obtain the contact details:

 

  1. Open your company and tap the Help icon in the upper right to display the support window.
  2. Choose the Assistant tab and enter a brief description of your concern in the Type Something bar.
  3. Press the Get help from a human link to see more options.
  4. How would you like to connect with us? section, choose Chat to initiate a conversation and Callback to speak with an agent.

 

Check out this article for more details about the support hours and types: Contact Payments or Point of Sale.

 

To learn more about the deposit speed of your account, see this reference for more details: Find out when QuickBooks Payments deposits customer payments.

 

When you're ready to reconcile your account to match your bank statements, run through the topics from this link as your guide: Reconcile an account in QuickBooks Online.

 

Never hesitate to drop by anytime you have additional questions about how QuickBooks works in accepting payments. The Community and I will be happy to help you out.

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