Invoice Tracker in QuickBooks Online

Dan DeLongKnowledgebase, Quickbooks Online, QuickBooks PaymentsLeave a Comment

One of the nice features of QuickBooks Online when you are using Payments is the Invoice Tracker. The Invoice Tracker is is part of the Invoices Tab and allows you to see at a glance the status of your invoices. Under normal circumstances, the major statuses are:

  • Sent – QuickBooks sent it successfully to the customer’s email address
  • Viewed – Your customer has viewed the email invoice
  • Paid – Your customer paid the invoice (either in full or partially)
  • Deposited – The money is in your bank account (YAY!!)

NOTE: QuickBooks Desktop also has this Invoice Tracker when you use payments attached to your QuickBooks. The major difference is you need to enter the deposit through the Make Merchant center deposits screen.

What happens if something goes wrong?

We all know that sometimes things don’t happen the way we hope 100% of the time. Chargebacks, disputes, and Non-Sufficient Funds (NSF) can enter play havoc on your business workflows and your QuickBooks. The important thing to remember about this Invoice tracker is that it will show the last know disposition of that invoice-payment. If the payment was disputed, it will stay disputed. If it was an NSF, it will stay and NSF and sit in “Needs attention” status….well forever, because that is the disposition of that payment. Whatever you did to take care of that payment (sent another invoice, received another form of payment, etc., this payment will stay in “Needs attention” because that is the final disposition of that payment.

The purpose of the “Needs Attention” status is to make sure that you take some kind of action so that you get paid. The action you take is really dependent on the reality of what happened. We did a Workshop on handling NSF Chargebacks in QB online and Desktop. Feel free to review that.

Clearing off the “Needs Attention”

As long at that payment is in QB Online, it will continue to have that status of needing attention. SO the only way to remove that status is to remove the payment and replace it with a “dummy” payment in its place.

  1. Navigate the payment in question.
  2. Notate the details (Date, customer Amount)
  3. Delete the payment
  4. Re-record the payment without reprocessing it.
  5. Deposit the payment in the appropriate bank account
  6. Re-reconcile it manually if necessary

If you would like to learn more tips and tricks, click here to access our entire course library!!

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