Depending on when you receive the payment, there are two ways to record sales transactions in QuickBooks.

  • For a deferred payment, use Invoice and Receive Payment. Think of this as a two-part transaction. First, you create the invoice to record the sale. Later, when your customer pays, you record a payment against that invoice.
  • For an immediate payment, use Sales Receipts.


  1. Select the Plus icon (+) at the top and then select Invoice to create the invoice.
  2. Select the Plus icon (+) and then select Receive Payment to close out the invoice.
If you deposit a payment from the Bank Deposit screen instead of receiving payment on the invoice, the payment won't be linked to the invoice and the invoice will appear as unpaid on your reports.

Using Sales Receipts:

  1. Select the Plus icon (+) at the top and then select Sales Receipt to create the sales receipt.
Here, the payment portion is part of the transaction. With a Sales Receipt, you enter the payment information at the same time you are entering the sale.