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Home/QuickBooks/What Is a Sales Receipt in QuickBooks?
QuickBooks

What Is a Sales Receipt in QuickBooks (and When It Beats an Invoice)

A sales receipt is a QuickBooks transaction for a sale where you're paid in full right away, cash, card, or check, with no outstanding balance to collect later. It doesn't touch accounts receivable the way an invoice does, because there's nothing left to receive. If the customer hasn't paid yet, you want an invoice instead; a sales receipt assumes the money's already in hand.

The full walkthrough

1. Open a new sales receipt. Click + New, then choose Sales receipt under the Customers column.

2. Pick the customer. Same dropdown as an invoice; add a new one on the spot if you need to.

3. Set the payment method and deposit account. Choose how they paid (cash, check, credit card) and where the money's going, either Undeposited Funds if you'll batch it with other payments into one bank deposit later, or straight to a bank account if it's a single transaction.

4. Add the product or service lines. Same as an invoice: pick from your products and services list, or type in a line item directly.

5. Save, and print or send. Choose Save and send to email a PDF receipt, or just Save. There's no Receive payment step after this, because you already told QuickBooks the payment happened.

Where entering these one at a time stops working

A sales receipt is simple precisely because the payment already happened, so there's nothing to chase. That's also why it's easy to end up typing in the same handful of fields, over and over, for every point-of-sale transaction, every walk-in payment, every order that comes in already paid.

If those sales happen somewhere else first, a storefront, a booking app, a payment page, there's usually no reason a person needs to open QuickBooks and retype what already got recorded once. The sale data exists; it just needs a path into QuickBooks as a sales receipt the moment it happens.

What we've built on top of QuickBooks sales receipts

01

Point-of-sale to sales receipt

A payment taken through a card reader, booking app, or storefront creates the matching QuickBooks sales receipt automatically, with the right customer, items, and deposit account already filled in.

02

Batched deposit matching

Sales receipts sent to Undeposited Funds get grouped to match the actual bank deposit automatically, instead of someone manually figuring out which receipts belong in which deposit.

03

Where are you re-entering a sale that already happened once?

Tell us where the payment actually gets taken, in person, through an app, on a payment page, and we'll tell you if it can skip the manual entry entirely.

Let's talk

Still typing sales receipts into QuickBooks by hand?

Tell us where the sale actually happens and we'll tell you if QuickBooks can record it itself. And if sales receipts aren't the real bottleneck, that's fine too, n-frames automates whatever's manual in a business, not just this one transaction type.

Let's talk →

Questions people ask

What's the difference between a sales receipt and an invoice in QuickBooks?

An invoice records a sale you haven't been paid for yet, so it sits in accounts receivable until someone records the payment. A sales receipt records a sale you've already been paid for, in full, at the time it happened, so there's no balance owed and no receivable to track.

How do I delete a sales receipt in QuickBooks?

Open the sales receipt, select More at the bottom, then Delete. It's gone from your records retroactively, so for anything already included in a bank deposit, check the deposit first; deleting a sales receipt that's already part of a deposit will leave that deposit unbalanced.

How do I refund a sales receipt in QuickBooks Online?

Don't edit the original; create a Refund receipt instead (+ New, then Refund receipt), using the same customer and items, with the refund going out through whatever method you used, cash, check, or back to the original card. That keeps the original sale and the refund as two separate, traceable transactions.

What is an item receipt in QuickBooks, is it the same thing?

No, different transaction entirely. An item receipt records inventory you've received from a vendor before the actual bill arrives; it's on the purchasing side, not the sales side, and it has nothing to do with customer payments.

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