How to Handle Deposit for Service Work
1. Go to Invoice/Payment Tab on the WO Invoice that the deposit was collected for, add payment type of “Deposit” and enter true payment type in Reference field (as seen below) with Deposit amount.
2. Go into QuickBooks Online (QBO) and pull up the location where this work is going to be performed and receive the deposit payment against that customer and leave as unapplied by clicking New transaction “Payments” (circled below).
Enter true payment method and reference (deposit) and then save and close. You will see a pop up appear and you will select save as a credit.
You will now see an unapplied payment on their account.
3. Once the work is completed back in ServiceFactor, whoever is collecting final payment and posting invoice will go to the Invoice/Payment Tab and add the 2nd payment that was collected upon completion and delete the payment that has a type “deposit” from ServiceFactor using the trashcan icon PRIOR to posting the invoice to QBO.
Once the deposit payment is deleted it will appear like shown below - indicating not paid in full.
4. Once an invoice is posted go into QBO and pull up that customers account. You will click New transaction, payment (circled below) to apply the deposit payment you entered prior to the invoice that is now in QBO.
In the payment screen you will select the invoice in the outstanding transactions and the credit (unapplied deposit payment) under credits. The amount received is $0 because you did not receive an additional payment you are just applying an existing payment to the invoice. Once you have selected those (if not already automatically selected by QBO) you will click save and close.
5. You will now see that the invoice you sent over is showing paid in full in QBO. If you go to the Invoice in SF and click on the payment tab it will then pull in that $2000.00 deposit payment that you just applied to the invoice, now reflecting the invoice in ServiceFactor as paid in full.
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