Invoice or Sales Receipt? The #1 QuickBooks Mistake New Users Make

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Are you recording payments straight to your bank account in QuickBooks? 😬 That might be the biggest mistake you’re making — and it can seriously mess up your books. In this video, I’ll show you the right way to get paid in QuickBooks Online using Invoices, Sales Receipts, and the often-misunderstood Undeposited Funds account.

Whether you're running a small business, nonprofit, or flight school, understanding how to properly track customer payments is key to keeping your books clean and your deposits matching your bank.

✅ Learn how to:

Use Invoices when customers pay later
Use Sales Receipts for instant payments
Understand Undeposited Funds (aka “Top Drawer”)
Avoid mismatched deposits
Keep track of unpaid invoices with A/R Aging Reports

Timestamps:
0:00 - Intro: The #1 QuickBooks Mistake
0:50 - Add a New Customer
3:46 - Create and Send an Invoice
6:21 - Use a Sales Receipt for Immediate Payment
8:11 - What is “Undeposited Funds” and Why It Matters
12:12 - Silver Bullet Bookkeeping LLC
12:34 - Credit Card Payments & Transaction Fees
14:54 - Cash and Debit Card transactions
15:39 - Step 4: Receive a Payment on an Invoice
17:31 - Split a Payment Across Multiple Invoices
18:08 - Track Transactions by Client/Customer
18:27 - Use A/R Aging Summary to See Who Owes You
19:09 - Final Recap & Tips

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