Record a tip or gratuity on Sales Receipts in QuickBooks Online

You can record tips (gratuities) directly to Sales Receipt form.

  1. To enable Tips in QBO:
    From the homepage dashboard, click Gear icon at the top.
    Select Account and Settings under Your Company.
    Select Sales.
    Choose “Tips (Gratuity)” under Sales form content.
    “Who’s receiving these tips?” a screen will open. Select the correct account (income or liability).

For Income, select “Just me”. This means you’re recording tips earned by you.
For liability, select “My team”. This means you’re recording tips earned by your employees/contractors to be distributed later.

Who’s receiving these tips? 
This will automatically create “Airy New” template. Currently, Tips template is only available in Airy style.

The default Tips account can be changed from (Just me to My team or vice versa) from Gear Account/Settings under the Advanced tab. Change Tips account from the Chart of Accounts.

Chart of accounts > Tips account

Tips can also enabled from inside the GoPayment POS App.

GoPayment App Tips settings

Currently, Tips feature is only available on Sales Receipts (not on Invoices).

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How to send customers clients batch reminders by email on past due invoices

Here is how to send customers clients batch reminders by email on past due invoices in QuickBooks Online:
From the left dashboard > Click Sales tab > Select All Sales > Click Unpaid Last 365 Days (Overdue) Money Bar > Optional: Go to middle Gear at the far right, click “Show more” link and add “Email” column. This is to ensure you’ve email address for customers. > Select “Select All” checkbox (left of Batch actions) > Choose Batch actions drop-down and select “batch Reminders” > Done. It will send customers batch reminders by email.

Currently, there is no option to send reminders automatically when the invoices are due.

Here is our video tutorial:

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QuickBooks Online Progress Invoicing

QuickBooks Online is introducing Progress Invoicing which is still in “beta test” mode as of writing this blog article in February 2018. That means there could still be significant changes until they wrap up the beta test. Progress Invoicing feature allows you to invoicing a client incrementally for the percentage (or fixed dollar amount) that has been completed of the work due or agreed upon the contract. This could be considered a type of partial invoicing or a type of installment invoicing to your clients.

This is a welcome addition to QuickBooks Online since this is ranked #2 feature request on QuickBooks feedback page.

Introduce Progress Invoicing
http://feedback.qbo.intuit.com/forums/168199-quickbooks-online-feature-requests/suggestions/3865710-introduce-progress-invoicing

To get started – you will first need to turn on Progress Invoicing setting
This will also enable different settings such as “Convert Estimate to Invoice”.

  1. Go to Gear at the upper right corner
  2. Account and Settings under Your Company section (or Company Settings under Settings tab if QBO Accountant version (04/16/2018 Update, See Below
  3. Select “Advanced”
  4. Go to the Automation settings
  5. Check the box to turn on “Enable Progress Invoicing” and click Save
  6. This will also turn on “Copy estimates to invoices” and click OK
  7. Click Done button

 

 
04/16/2018 UPDATE
To get started – you will first need to turn on Progress Invoicing setting
This will also enable different settings such as “Convert Estimate to Invoice”.

  1. Go to Gear at the upper right corner
  2. Account and Settings under Your Company section (or Company Settings under Settings tab if QBO Accountant version
  3. Select “Sales”
  4. Check the box to turn on “Enable Progress Invoicing” and click Save
  5. This will create multiple partial invoices from a single estimate, and click OK
  6. Click Done button


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How to create a Progress Invoice

There are two ways to get to the Progress Invoicing options:

From the Estimate:

1. Click on Estimate, and enter your entire amount for your project/job
2. Once the Estimate is saved, click on Copy to Invoice on the upper right of the Estimate
3. Choose if you want:
a) Entire amount: all the lines are invoiced at 100% of the Estimate.
b) Partial amount based on a percentage: all the lines are invoiced at a percent of the Estimate. You can edit the line amounts or percent
c) Custom amount: all lines on the invoice are shown at 0% but you can edit each line

 

From the Invoice:

1. If a prior Estimate has been created, select “Invoice” from either the Customer or + button
2. In the drawer on the right-hand side, add the Estimate to the Invoice
3. Choose if you want:
a) Entire amount: all the lines are invoiced at 100% of the Estimate.
b) Partial amount based on a percentage: all the lines are invoiced at a percent of the Estimate. You can edit the line amounts or percent
c) Custom amount: all lines on the invoice are shown at 0% but you can edit each line

 

 

Save the Invoice. Now on your Estimate, you can see the Amount Invoiced and Amount Remaining.
Remaining is based on the amount invoiced per line.

 

 

How to delete a line on a Progress Invoice

To delete a line on a Progress Invoice, click on the trashcan on the right side of the line, and choose Remove Line (do not choose to unlink it). This removes the line from the Invoice and puts the amount back on the Estimate.

 

Printed Invoices:

The “due” column and Estimate/Invoice Summary will not show on the printed Progress Invoice at this time, but the invoice for your Customer will have all the calculations for progress invoicing.


If you like to see improved customize data layout (like added new columns) that you see on Invoice form and Estimate form, send them your feedback request, click here.


How to see which Invoices are included in the Progress Invoice

  • Go to the Estimate
  • At the top will show linked transactions which are the Invoices attached to the Estimate

 

 
How to see which Estimate was used to create the Progress Invoice

  • Go to the Invoice
  • At the top will show the linked transactions to the Estimate type attached to the Invoice

 

 

How to see what was previously invoiced by line
Go to the Invoice

  • On each line on the right-hand side, there will be links.
  • Click on the link and it will show Estimate, previous Invoice, and amounts remaining for each line

 

 
Calculation of the total amount Remaining Amount:

The remaining amount does not include tax, discount or shipping. It only includes the line item amounts from the Estimate minus what has been invoiced for that line.

Can I invoice for an amount greater than the estimate?

CAUTION: NO WARNING SIGN

If the estimate line is open, then you can invoice for an amount greater than the estimate.
Once the line on the estimate has been completely invoiced, it will not show as available to invoice.
If you want to still invoice it:
• Change the Estimate amount to the higher number and invoice it
• Add a non-progress line on the invoice

How to change a line on a Bundle
If you want to change or add component items to Bundles, go back to the Estimate, and add it there.

How do I match a new Invoice to a payment that’s already been deposited to a bank account

This article will show how to link a deposit from a customer to an Invoice. Let’s assume the customer payment was entered first through Bank Deposit (this may be from bank feed or entered manually) instead of Receive Payment form and then you’ve created an invoice later, you can follow the steps below to link the deposit to the invoice.

First, you will need to find the deposit you’ve originally entered in QuickBooks. To do that, follow the steps below:

  • Choose Accounting on the left > Chart of Accounts at the top.
  • In the Action column, select View register.
  • Locate the correct deposit and click anywhere on it.
  • Click Edit.
  • You will see screenshot something similar to this one below.

 

Now, edit the deposit. To do that, follow the steps below:

  • In the Received From column, select the drop-down arrow in row 1.
  • Choose the correct Customer’s name.
  • In the Account column, select the drop-down arrow in row 1.
  • Choose Accounts Receivable.
  • Click Save.
  • See below screenshot for reference.

 

 

The final step is to match the deposit to the Invoice.

  • Choose the Plus (+) at the top of the screen.
  • Choose Receive Payment.
  • Choose the Customer’s name.
  • The Receive Payment form will now show both the invoice and the deposit (you may need to scroll down to see both).
  • Put a check in the boxes next to the invoice and deposit.
  • Click Save.
  • See below screenshot for reference.
  • This process links the payment to the invoice.

 

 

The payment will now show in the Customer center listed as a deposit.
The payment will zero out the invoice and the Accounts Receivable.
 

 

How to handle fees (Paypal and Square) deducted from customer payments in QuickBooks Online

This article deals with step-by-step instructions on how to manually recording fees (Paypal or Square) and then match the deposit transactions in bank feed —Review items from your bank and link each item to an existing record.

EXAMPLE – Signed up for Square (or PayPal) so that I could accept credit cards. I will be paying the fee myself, not the customer. So when I give a customer an Invoice for $1,000.00, they will swipe their card and have $100 taken from the customer. Square (or PayPal) will take their fee off the top and then deposit $970.00 into my business checking account. My bank feed under review items from bank link will show $970.00 deposit ($1,000 customer payment less $30 fee).

Here’s how to handle fees (Square and Paypal) deducted from Customer payments in QuickBooks Online:

 

1. Identify the customer Invoices that were paid via Square or Paypal.

2. Receive Payment of open invoice amount (create “+” sign > customers > receive payment) . Select the invoices that were paid. Make sure to select “Deposit-to” that this payment is being deposited into your Undeposited Funds account.

 

NOTE: To ensure that the associated transaction processing fee is recorded accurately, the invoice payment must be applied manually through the “Receive Payment” screen (rather than through the matching feature). A manual deposit must also be entered (step 3).

3. Add a new Deposit. Click on the Create or “+” sign and go to “Other” and click on Bank Deposit.

4. Select appropriate invoice(s) “Select the payments included in this deposit” tab

5. Record the processing fee part of the transaction under Add New Deposits tab.

Make sure to enter the amount of the processing fee as a negative number so that it deducts from the total deposit amount.
Received From = Square or Paypal Vendor
Account = Fees (Expense or COG account)

6. Total deposit amount should match your deposit to accept the transaction in bank feed.

 

7. Go back to Banking and under the Dashboard, locate your deposit under “For Review” tab. Since the processing fee has now been manually recorded in QuickBooks, you will be able to match your Square or Paypal deposit.

 

How do I run a weekly report of Sales Receipts from customers/clients

Most of the reports in QBO, you can’t customize the way you want it. Just wish, they’ve simple weekly sales reports filter by sales transaction type like Sales Receipt but they don’t.
The ideal report in QBO would be SALES BY CUSTOMER SUMMARY group by week. But this report you can’t filter it by Transaction Type to get Sales Receipts only.

In the meantime, you can run TRANSACTION LIST BY CUSTOMER report to get the data.

  • Report period = select as needed
  • Rows/columns Group by = Week
  • Customize > Filter > Transaction Type = Sales Receipt

You can make this My Custom Reports by clicking Save Customization button at the top right. Next time you will see this in My Custom Reports tab,

Price Rules (aka Price Levels) in QuickBooks Online

Price Rules is currently available in Plus plan only. It’s not available in Essentials and Simple Start plans. Customer type is linked to price rules feature at this time.

Using pricing level you can establish different price points for Customer, more helpful for inventory items. But with customer type, you can filter the sales report which is probably helpful data to all the users

How to set up and use special pricing for selected or all customers in QuickBooks Online?
1. Setup New Customer Type (Dashboard > Sales > Customers > Customer types > New Customer type).
2. Turn on Price Rules (Gear > Your Company > Account and Settings > Sales > Products and Services > Turn on Price Rules).
3. Setup New Price Rules (Gear > Lists > Products and Services > Drop-down arrow under MORE > Price Rules).
4. Create Invoice or Sales Receipt (Create + sign > Customers) > Select (or use default) Price Rules under Rate column.

Educational and Instructional Video:

QuickBooks Online QBO Price Rules (aka Price Levels) – Special pricing for selected or all customers



What does checking Billable box do in QuickBooks Online

The billable feature is available only in QuickBooks Online with Plus plan.
When you select “Billable” Expense checkbox field, you must also select a Customer/Project field each split line that is billable. If you don’t select Customer/Project field, you will get an error message. You can’t the save the transaction. (If you’ve Markup percentage turned on from the settings, you can also choose that field to alter that billable invoice amount).

By selecting “Billable” checkbox and Customer/Project field, it will do two things:
1) It will create an expense from that vendor.
Checking billable allows you, when you create an invoice, to move that expense to the invoice without having to retype it.
2) It also allows you to create an invoice to move those expenses automatically to the invoice without having to retype it again. In other words, you will see all open expenses ready to be included when you are ready to create invoices. Just create an invoice, select customer and right side Add to Invoice panel will open. You can choose “Add all” or each billable item.


To turn on the Use Billable Expenses preference:

Choose the Gear icon at the upper right corner > Your Company / Account and Settings.
Choose Expenses from the menu on the left.
In the Bills and expenses section, check on the Edit icon.
Place a check in the box to Make expenses and items billable.
Optional: you can also select Markup with a default rate of xx% box.
Click Save.


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Coming QBO Improvement – Price Rules (aka Price Level List on QB Desktop)

Manage your multiple price lists for different customer types with ease.
Eliminates the hassle of maintaining and remembering who gets what price for what items.

To turn the Price Levels ON in QBO (COMING FEATURE):
Gear at the upper right corner > Your Company > Account and Settings > Sales > Products and Services > Show Price Rules drop down on sales forms > ON > Save.

On Customer Information page, new ‘Additional Info’ field (next to Attachments) is added to enter Customer Type and Price Rules.


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