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EthanDale
October 26, 2022
Question

QB Payment Link Not Applying to Invoice?

  • October 26, 2022
  • 3 replies
  • 0 views

When customers are making payments through the payment links we send them, they are not getting automatically applied to the invoices in the customer's name. Most of our customers do partial payments and then final payments on our invoices. How do we make sure the final payment gets applied towards the invoice?

3 replies

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DebSheenD
October 26, 2022

Hello, @EthanDale.

I'll be glad to help you apply payments to an invoice in QuickBooks Online.

Excessive historical data kept in your browser might cause problems like these. I recommend performing some basic troubleshooting procedures to see whether your problem is browser-related.

Start by logging into your QBO company using an incognito browser. Here's how:
 

  • Chrome: Ctrl+Shift+N
  • Firefox: Ctrl+Shift+P
  • Safari: Command+Shift+N
     

If this works, I recommend clearing the regular browser cache. This will avoid the browser to behave strangely. Otherwise, kindly use another supported browser. Once done, you can follow the steps in this article to manually record the payment to mark the invoice as paid.

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 to 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.


I also encourage you to visit this resource that will guide you in personalizing sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.


Furthermore, I added this article for your reference to learn when QuickBooks deposits customer payments into your bank account: Find out when QuickBooks Payments deposits customer payments.

Feel free to add a reply if you have more questions about payments. The Community always got your back. Stay safe!

E
EthanDaleAuthor
October 26, 2022

Hello,

 

This is not an issue with browser cookies or history. What I'm saying is that if a customer pays through a payment link, it does not show up as a "second payment" on the invoice. It shows up as a totally separate payment, and the invoice itself still shows them as having a balance.

    G
    GlinetteC
    October 26, 2022

    I can help you apply the payment to the invoice, EthanDale.

     

    If you created an invoice, you don't need to send a Payment link. Instead, add an Online payment option to an invoice.

     

    Please note that when sending a payment link to your customer, QuickBooks automatically generates a sales receipt.

     

    What you can do is delete the sales receipt and manually apply for the payment as partial payment via Receive payment. Let me walk you through how: 

     

    To delete a sales receipt:

     

    1. Go to the Sales menu then All sales.
    2. Locate and open the Sales receipt.
    3. On the Sales Receipt window, click More at the bottom.
    4. Select Delete. Click on Yes to confirm.

     

    To record partial payment for an invoice:

     

    1. Click + New and select Receive payment.
    2. From the Customer drop-down, select the name of the customer.
    3. From the Payment method drop-down, select the payment method.
    4. Select the account you put the payment into from the Deposit drop-down.
    5. Enter the amount your customer paid.
    6. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
    7. Select Save and close.

     

    For more details, check this article: Receive invoice payment in QuickBooks Online.

     

    I am also adding this article about how QuickBooks Payments deposits work in QBO: Common questions about payments deposits in QuickBooks Online.

     

    Get back to this thread if you have additional questions about the process. I'll be around to back you up.

    J
    jolie.lotz@ybs.u
    January 9, 2023

    I too ( and many other users, I'll bet) have same issues with dysfunctional/unusable QBO "features". 

    Cleverly disguised and misrepresented as helpful tool, QBP payment links and online invoice payments do NOT attach/post or in any way record to actual invoices.  Seems like ALL payments apply as lump sum balance. Seriously? Unbelievable! What accounting or intelligent bookkeeper would design system this way?

    So if online payment links are sent to client and they pay, even if invoices are shown in payment portal prior to payment, the funds do not auto attach to specific invoices.   Worse, send payment request with a flat amount QB automatically creates a sales receipt for that amount when YOU ALREADY HAVE INVOICES WAITING.  Workaround..  delete sales receipt then apply payments manually through deposit, otherwise you end up with double expensed items.   WT?!?!?   

    If you try enabling auto apply credits in settings (thinking vendor credits) be prepared for incoherent, overpriced QB to then randomly apply client payments anywhere for that client, resulting in tons of partial payments all over the place. 

    Neither options provide clarity for clients or frustrated QBO users.

    That QB defaults to these barely>non-functional settings and lack of options is ridiculous.  Emailed emailed notifications from QBP/QBO web version do NOT offer any invoice/payment detail via reports, QBP useless portal or within QB or anywhere.  However, alerts from QB mobile app notifies of exact payment, client/payee AND WHICH ITEM WAS PAID.    Basic functionality does not exist for QBO 

      J
      JkWilson
      February 7, 2023

      Have you found any solution to this yet? 

       

      JaeAnnC
      JaeAnnC
      February 7, 2023

      We've come to help, @JkWilson. Let me chime in and provide additional information on how we can link the last payment to an invoice in QuickBooks Online (QBO) using QuickBooks Payments.

       

      As of now, we're unable to link the final payment to close out the invoice. However, it will become a separate payment, which we can use as a credit to mark the invoice as paid. 

       

      To do that:

       

      1. Select + New and click Receive payment.
      2. Enter the customer's name and the payment date.
      3. In the Outstanding Transactions section, choose the open invoice.
      4. In the Credits section, select the final payment we received using QuickBooks Payments.
      5. Fill out the rest of the form, and leave the Payment method, Reference no., Deposit to, and Amount received fields blank.
      6. Ensure the total is correct after applying for the credits.
      7. Once done, please select Save and close.

       

      Furthermore, the Undeposited Funds account records payments in QBO until we deposit them physically at your local bank. Banks frequently combine all of your deposits into a single transaction. We can do the same in QBO once we have your deposit slip and know which payments your bank combined.

       

      You can always get back to us if you have additional questions about receiving payments. I'd be more than glad to assist you. Stay safe, and have a great day.

      S
      sw1
      April 18, 2023

      When the invoice is generated it is recorded as sales and when the payment is received it is recorded as income with the result the income is double the actual amount! Am I missing a step?

       

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