How to Receive a Payment in QuickBooks Online

To receive a payment in QuickBooks Online, open the Receive Payment screen, choose the customer, and enter how they paid, check, cash, ACH, or credit card. Then, apply the payment to the correct invoice, choose the right deposit account, and save. This process keeps your accounts receivable up to date, ensures invoices are marked as paid, and helps your cash flow stay accurate.

Navigate to the Receive Payment Screen

To begin, you need to open the payment window in QuickBooks Online.

1. Log in to your QuickBooks Online account.
2. From the left-hand menu, click + New.
3. Select Receive payment under the “Customers” section.

This is where you’ll record the payment details and apply them to the right invoice.

Example: If a customer sends you a check for Invoice #104, you’ll enter their details in this screen and link the payment directly to that invoice.

Select the Customer

The next step is choosing which customer’s payment you are recording.

1. In the Customer dropdown, select the correct customer.
2. QuickBooks will automatically display a list of all open invoices for that customer.

Pro Tip: Double-check the customer name to ensure you don’t accidentally apply the payment to the wrong account, which could create reconciliation issues later.

Enter the Payment Method and Reference Number

Now, enter the details of how the payment was received.

• Payment Method: Choose from options like Cash, Check, Credit Card, or ACH/Bank Transfer.
• Reference Number: Enter the check number or transaction ID for better tracking.
• Deposit To: Select where you want the payment to go. This could be:
  
  • Undeposited Funds (if you plan to group deposits later).
  • Checking Account (if the payment was deposited directly).

Example: If your customer mailed a check, select “Check” as the payment method and enter the check number for reference.

Apply the Payment to the Correct Invoice

This step ensures your accounts receivable is reduced accurately.

1. QuickBooks shows all outstanding invoices for the selected customer.
2. Check the box next to the invoice(s) the payment applies to.
3. If the customer made a partial payment, QuickBooks will mark the invoice as “Partially Paid” and keep the remaining balance open.

Example:

Review and Save the Payment

Before finalizing, carefully review all details.

• Ensure the customer name, payment method, and amount are correct.
• Verify the payment is applied to the intended invoice(s).
• Confirm the correct deposit account is selected.

Click Save and Close (or Save and New if you’re recording multiple payments).

Verify the Payment in Your Records

After saving, double-check that the payment has been properly recorded.

1. Go to Sales > Customers.
2. Select the customer’s profile.
3. Review the transaction history to ensure the invoice is marked as Paid.
4. Check your Bank Register to confirm the payment is sitting in the right account.

Bonus Tip: Streamline Payments with DepositFix

If you want to simplify receiving customer payments, you can integrate DepositFix with QuickBooks Online. DepositFix allows you to:

• Accept credit card and ACH payments seamlessly.
• Automatically apply payments to customer invoices.
• Keep your cash flow steady and speed up collections.

With DepositFix, you reduce manual work and ensure payments are tracked accurately from invoice to reconciliation.