How to create a sales receipt in QBO

In QuickBooks Online (QBO), use a Sales Receipt when the customer pays at the time of sale. Use an Invoice instead when the customer will pay later. Intuit describes sales receipts as the form used to record customer payments made when they purchased the goods or services.

Create a sales receipt in QBO

1. Click + Create.

2. Under Customers, choose Sales receipt.

3. Select the Customer.
   If they are new, click + Add new.

4. Enter the Sales receipt date.

5. Choose the Payment method: cash, check, credit card, ACH, etc.

6. Choose Deposit to:

   • Use Undeposited Funds if you will group this with other payments before matching a bank deposit.

   • Use the actual bank account if the money is already deposited directly.

7. In the Product/Service column, select what you sold.

8. Enter the Qty, Rate, Amount, and Sales tax, if applicable.

9. Add a memo, attachment, or message to customer if needed.

10. Click Save and send to email it, or Save and close to record it only.

Intuit’s current QBO instructions also note that the Product/Service column must be turned on in sales form settings if it is not showing.

Bookkeeping effect

A sales receipt usually records both the sale and the payment at the same time. In accounting terms, it increases revenue and increases cash or undeposited funds. This supports the basic bookkeeping principle that each transaction should be recorded accurately in the right account category, such as assets and revenue.

Common mistake to avoid

Do not create both an invoice and a sales receipt for the same sale. That can double-count your income. If you already created an invoice, use Receive payment instead.

A bookkeeping tip: be careful with Deposit to. If your customer paid by credit card and the processor deposits a net batch later, it is often better to use Undeposited Funds first so you can match the bank deposit correctly.