Searching for payments in QuickBooks Desktop: recommended workflow

This article explains how to find payments in QuickBooks Desktop (QBD).

Things to know

Payments processed in a ServiceTitan batch might not automatically apply to an invoice or customer balance in QuickBooks. This usually happens when the payment is exported before the invoice it's meant to cover.

Workflows

Find a payment in QuickBooks Desktop

To find a payment in QuickBooks Desktop:

Confirm the payment was exported

1. Open the invoice with the payment in ServiceTitan, and confirm the invoice status is "Exported"        

   Note: If a payment has bypassed the export to QBD, the status will still show as 'Exported'. If the payment is on a job invoice, go to the job page and check the job audit trail to confirm the payment was not Bypassed.

2. Use the exported invoice with the payment as a reference for Customer Name, Payment Type, and Amount. 

Locate the payment in QBD

1. In QBD, click Banking > Make Deposits > Undeposited Funds.  

2. Another option is to click on Banking > Make Deposits > Payments. A screen with all of the payments which need to be deposited will appear.  

3. If the payment is not found in undeposited funds, then it could be that A) it has already been deposited or B) it is in another account.

4. If the payment has already been deposited you can check Banking > Use Register > Choose Bank from the dropdown.          

   Note: You will need to go bank-by-bank. There is no way to see all deposits for all banks at one time.

5. You can also search different accounts by clicking on List > Chart of Accounts > double click on Bank > which will take you to Register. Repeat this step for multiple banks.