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Ld72
June 28, 2020
Question

Invoicing with partial payments and in person with card reader

  • June 28, 2020
  • 1 reply
  • 0 views

Can anyone tell me if Quickbooks will allow me to create an invoice that will be mailed to my customer for a partial payment (deposit), and allow me to accept the remainder of the payment for this invoice in person using the card reader?  I also need the ability to do a partial refund after.  

I have a vacation rental business and take a booking deposit up to a year in advance of the customer's vacation.  When they arrive I want to be able to use a card reader in person for them to pay the remainder of their bill.  The invoice will also contain a security deposit which  I will refund when they leave.  I'm currently using Square but I can't use the reader for an invoice that has a partial payment on it.  I will switch to Quickbooks invoicing if this is possible, but hoping someone could answer this first.  

 

1 reply

L
LauraAB
June 29, 2020

Hello Ld72,

 

I love to hear that you're interested in using QuickBooks Online to manage your business's invoicing and books! I appreciate getting to know the features available in the program before diving in and I'm happy to go over this with you so you know your options.

 

I'll start with the deposit. In the program, you can go into the settings of the program to turn on the deposit field for invoices. With this field, you'll be able to enter the total amount for the invoice, then enter the deposit amount to have it subtract from that total. The difference is what will appear when you're recording the rest of the customer payment against the invoice, whether that's as a full payment or a partial payment.

 

It's easy to use and set up. I'll outline out to set it up so you can see, and feel free to try it out in the QuickBooks Online test drive account.

  1. Click the Gear icon.
  2. Choose Account and settings.
  3. Select Sales from the left menu.
  4. Click the Sales form content section.
  5. Check the box for Deposit.
  6. Click Save.

Now that field will be on the sales form for you to use whenever you need. If you have an invoice where you don't need it, simply leave it blank.

 

As for the card processing, QuickBooks Online does have an add-on service called QuickBooks Payments. This option allows you to email your customers the invoice and have them pay via credit card directly through the invoice. It can also be used with the deposit field I just mentioned. The feature  doesn't currently have a card reader, so if that's an important part of this for you, you may want to consider another service. Learn more about Payments here: QuickBooks Online Payments overview

 

The other option is to check out partner applications that connect with QuickBooks Online. These partner apps allow you to enhance managing your books as you'll be able to connect to third party services and have that data come into your books. The card reader or system you're using may have an app that links with us, which you can check out by going to the QuickBooks App Store. Simply make sure the flag at the top of the screen is set to Canada and begin your search.

 

The final option is to continue to use the card reader outside of QuickBooks Online and then manually record payments in your books. This article walks through the manual process: Record invoice payments in QuickBooks Online

 

I hope that helps! I'll be here if you have more questions. :)

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