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April 19, 2022
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How to record an instant transfer fee?

  • April 19, 2022
  • 2 replies
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Hello, and thank you for this community! 

 

I send my client an invoice, and she's paying via bill.com. 

The invoice was $980, and I received $970.2 in my bank account - they charged me 1% of the amount. 

I recorded the payment to the invoice, but there is still a balance of $9.8. 

 

How do I close the invoice? Does it consider an expense? 

Should I change the invoice total to match the deposit? 

Thank you!

 

Best answer by MaryLandT

I'm glad to help record the charge so it will match with the payment you receive, Koko2.

 

Yes, you can change the invoice total by adding another line item for the transfer fee.

 

The fee should be negative to deduct the total amount and match it to the deposit. Here's a screenshot for your visual guide.

 

 

Also, make sure to use an expense account when tracking the transfer fee. That way, you can enter a negative amount. 

 

After editing the invoice, you can record the payment. Here's how;

 

  1. Select + New, then 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. From the Deposit to drop-down, select the account you put the payment into. 
  5. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
  6. Enter the Reference no. and Memo if needed. This is optional.
  7. When you're done, click Save and close.

 

Once done, go to Banking page, then categorize and match the payment to the deposit. Here's a guide for you throughout the process: Categorize and match online bank transactions in QuickBooks Online.

 

Keep me posted if there's anything else you need about matching the invoice to the payment. I'll be right here to guide you.

2 replies

MaryLandT
MaryLandTAnswer
April 19, 2022

I'm glad to help record the charge so it will match with the payment you receive, Koko2.

 

Yes, you can change the invoice total by adding another line item for the transfer fee.

 

The fee should be negative to deduct the total amount and match it to the deposit. Here's a screenshot for your visual guide.

 

 

Also, make sure to use an expense account when tracking the transfer fee. That way, you can enter a negative amount. 

 

After editing the invoice, you can record the payment. Here's how;

 

  1. Select + New, then 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. From the Deposit to drop-down, select the account you put the payment into. 
  5. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
  6. Enter the Reference no. and Memo if needed. This is optional.
  7. When you're done, click Save and close.

 

Once done, go to Banking page, then categorize and match the payment to the deposit. Here's a guide for you throughout the process: Categorize and match online bank transactions in QuickBooks Online.

 

Keep me posted if there's anything else you need about matching the invoice to the payment. I'll be right here to guide you.

December 19, 2023

Hello, 

 

why can’t we just skip the step of recording the payment and do match and categorise? The invoice amount is adjusted by negative fee and should be matching. Am I missing something?
 

Rainflurry
April 19, 2022

@Koko2 

 

You are charged 1% to get paid via Bill.com?  Is that a QuickBooks fee?  1% is A LOT for an ACH payment.

 

Consider setting up an account directly with Bill.com.  They charge $0.49 to get paid via ACH.  There is a monthly fee, depending on the number/$ amount of payments you receive/make each month, it may well be cheaper.

Koko2Author
April 19, 2022

Thanks! I'll look into it now!