Skip to main content
L
leahjohnson286-g
October 4, 2021
Question

My client wants to send paid invoices to his customers that have paid a deposit for an upcoming job. What is the best way to do this?

  • October 4, 2021
  • 2 replies
  • 0 views
Right now he is creating separate invoices for the deposit amount and then the deposit will come off the final invoice for the whole job

2 replies

Fiat Lux - ASIA
Fiat Lux - ASIA
October 5, 2021

Consider using the sales receipts feature.

https://quickbooks.intuit.com/learn-support/en-ca/configure-products/how-to-record-a-sales-receipt/01/607454

 

zenphil
zenphil
October 5, 2021

I currently use the sales receipt function, and enter the deposit details in the description, for example, "Customer Deposit Received for Job X"

 

Another way to do this which allows proper tracking of liabilities, would be as follows:

1) Set up Current Liability account called Deposits

2) Set up the description as Customer Deposit Applied

3) Enter a sales receipt for customer, selecting Deposit as product/service *enter the correct tax code based on your reporting*

4) On the customers main invoice, add Deposit on its on line under product/service.

5) Enter the deposit amount as a negative number.  This will reduce the invoice amount by the original deposit amount, and will remove the deposit from the current liabilities on the balance sheet.


This method is the best way to track deposits on the balance sheet, we have found.

T
Trish_T
October 6, 2021

Hi zenphil,

 

Welcome to Community!  Great job providing the steps you've taken to establish and track your customer deposits!  You're on the right track!  I'd be happy to assist you with sending the information to your client in QuickBooks Online!

 

Based on your description, I'd suggest sending your client a Statement.  This will show all transactions on one form.  To do this, follow these steps:

 

1. Click on the +New icon in the top left

2. Select Statement

3. In the Statement Type, choose Transaction Statement from the drop-down

4. Enter the Dates as indicated

5. For the Customer Balance Status, click on the drop-down arrow and select All

6. Under the Recipients List, choose the tab to show Statements Available and checkbox the customer you'd like to create a Statement for

7. At the bottom of the page, click print/preview and review the items

8. To Send the Statement to your client, hit the Download Arrow at the top right and Save as PDF.  You can now email it to your customer!

 

Should you have any additional questions or require further assistance, please don't hesitate to reach back out.  We'd love to help!

 

 

Terms & ConditionsAccessibility statement