One-Time Payments in QuickBooks Online Deposits
A one-time payment is a payment a partner collects that is not attached to an invoice.
Previously, when a payout contained one-time payments, the QuickBooks deposit we created only included the invoice payments. The one-time payment money was missing, so the deposit did not match the amount that landed in the bank and someone had to add the difference by hand every time.
Now one-time payments are included in the same deposit as their own lines. The deposit total matches the payout, and there is nothing to fix manually.
What a partner sees in QuickBooks
Still one Deposit per payout, that has not changed. What changed is that the deposit can now contain extra lines.
A payout with one invoice payment and two one-time payments looks roughly like this:
Things worth pointing out
OTP transactions will be in the deposit funds section
Non-identified customer transactions will have the RECEIVED FROM blank
Account is selected on ALT integrations page
The One-Time Payments account
One-time payments have no invoice behind them, so they cannot go to Accounts Receivable. They are booked to an income account.
By default we create an account called Alternative Payments One-Time Payments (type Income) the first time a partner receives a payout containing a one-time payment. It is created once and reused after that.
A partner can choose their own account instead. In the Alternative Payments QuickBooks settings they can select any account for one-time payments, and we will book to that one from then on.
Only Income and Other Income accounts are offered. This is deliberate, one-time payments are revenue, and booking them anywhere else misstates the books.
If the partner selects an account, we never create ours.
If they want the default account renamed, they can rename it in QuickBooks. We match the account we already saved, so renaming is safe.
Payment method on the line
Where possible we tag the one-time payment line with the payment method used (ACH, Credit Card, etc.), which is useful for their own reporting.
We only ever use a payment method that already exists in their QuickBooks. We never create one.
ACH / same-day ACH
ACH
Card
Credit Card
If no active method with that name exists, the line posts with the Payment Method column blank. The deposit is still correct and complete, the tag is a nicety, not part of the accounting.
If a partner wants the column populated: have them create a payment method in QuickBooks with the matching name (ACH or Credit Card). Future deposits will pick it up automatically. Existing deposits are not backfilled.
Customer on the line
When we can identify the payer as a customer that is already synced to their QuickBooks, we attach that customer to the one-time payment line (the Received From column).
A blank customer is normal and expected, not an error. It happens when:
the payment was not made by a customer in their system
the payer exists in Alternative Payments but has not been synced to QuickBooks
the payer couldn't be identified
The money is booked to the right account either way. If a partner wants the customer to appear, the payer needs to be a synced QuickBooks customer before the payout is processed, again, no backfill of existing deposits.
Fees
The fee on a one-time payment is booked like every other fee: a negative line to their bank charges account (Alternative Payments Fees by default, or whichever fee account they selected).
Set this expectation clearly: fees are not itemised per one-time payment on the deposit. A partner looking to see "the fee for this specific payment" will not find it on the deposit, they need the payout breakdown in the Alternative Payments dashboard.
Linking OTP to an invoice
After deposit been pushed you can link that OTP fund to an invoice on QuickBooks.
Go to the specific deposit where OTP sits
Change the OTP account to
Accounts ReceivableChange the OTP
Received Fromto the desired customer, then save.On customer page you'll see the balance were affected by that deposit fund
Create a new invoice
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