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fr0gpil0t
July 15, 2024
Question

Incorrect invoices included when sending out payments requests

  • July 15, 2024
  • 1 reply
  • 0 views

I manage the books for a youth music nonprofit. Each year students enroll in our programs and pay a deposit. We setup an invoice in QBO and apply the deposit as the first payment towards the invoice. Some students receive a discount for example if they have siblings in another program - so we apply a % discount on the invoice.

 

We are trying to use QBO Payments to send out the invoices and have parents pay by credit card. Unfortunately QBO is creating lots of questions and confusion, not sure if this a defect or a settings issue.

 

1) Invoice attached in the payment email does not show the discount. When preparing to send an invoice I do a preview of the invoice and it correctly shows the discount. However the invoice attached to the payment request mail does not show the discount. I am using the new format which is default. Of course this immediately prompts questions of you didn't apply my discounts. I've seen other reports of this problem is this a defect that Intuit intends to address ?

 

2) Payment button no longer shows the amount owed instead just says Pay Invoice. The confusion we get is parents see the invoice attached to the mail and immediately ask why they are being invoiced for the full amount, assuming we have not applied the deposit. In the past the payment button showed the amount owed. Now you have to click on the Pay Invoice button to see the amount owed. How can we shows the amount on the button as the system did previously, Better still as our parents often pay over a few months it would be really nice to see a statement so they can see how we got from the invoiced amount to the amount currently owed.

 

Robert

    1 reply

    AlverMarkT
    AlverMarkT
    July 15, 2024

    I appreciate your detailed explanation of your concerns, Robert. I can see how critical accurate invoicing is for managing your nonprofit's financial transactions, and I'm here to help.

     

    We currently have an ongoing investigation case for your first concern. Regarding your second concern, and how we can best proceed with letting your customers see how they got the invoiced amount, I'm here to share the details and process.

     

    Our product engineers are actively working to resolve the issue where discounts are not appearing on the attached invoice PDFs in QuickBooks Online (QBO). While we do not have a specific resolution date, I recommend contacting our Support Team to be added to the list of affected users. This way, you’ll receive updates directly. Here’s how:

     

    1. In your QBO account, go to Help (?).
    2. Select either of these tabs:
      • Assistant tab and type Talk to a human.
      • Search tab and click on Contact us to connect with a support expert.
    3. Choose how you want to reach us (phone or chat).

     

    About the Pay Invoice button no longer showing the exact amount owed, including any applied deposits, I recommend contacting our Support Team using the steps above to get in touch with them since this involves a more thorough investigation into what's causing it.

     

    As a workaround, you can consider downloading the PDF version of your invoices to ensure the visibility of discount and deposit in each invoice. Then, manually send them through your email. You can follow these steps:

     

    1. After entering your invoice details, click on Manage.
    2. Ensure to toggle the Add payment link to PDF from the Design tab.
    3. Review the discount and deposit amounts, and other invoice details.
    4. Select Print and download, then send the PDF via your email.

     

    Additionally, you can also consider sending a statement to help let your customers know how the initial invoice amount led to the current balance.

     

    For future reference, let me add these articles about categorizing and matching your transactions in QBO:

     

     

    We'll be here in the Community if you have further questions about managing or sending invoices to your customers in QBO. We'll do our best to assist.

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