QuickBooks is designed to help small and medium-sized businesses manage finances efficiently. One of its flexible features is the ability to record deposits without invoices, which is essential in situations where you receive money not tied to a customer invoice. Whether it’s a loan, an owner’s investment, or a miscellaneous income, QuickBooks lets you track it accurately.
In this blog post, we’ll walk you through how to record a deposit without an invoice in QuickBooks Desktop and Online, when to use this feature, and best practices for keeping your books clean.
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When Do You Need to Record a Deposit Without an Invoice?
There are several common scenarios where you might need to record a deposit in QuickBooks without creating an invoice:
- You receive loan proceeds from a bank
- An owner contributes capital to the business
- You get customer prepayments or retainers
- You receive interest income or rebates
- You’re entering miscellaneous income not related to a sale
Using the correct method ensures that your books stay balanced and your income is recorded in the right category.
How to Record a Deposit Without an Invoice in QuickBooks Desktop
Follow these steps to manually record a deposit not linked to any invoice:
Step 1: Go to the "Make Deposits" Window
- Open QuickBooks Desktop
- Click on Banking > Make Deposits
If the “Payments to Deposit” window appears, either select payments or click OK to move forward.
Step 2: Enter Deposit Details
In the Make Deposits window:
- Deposit To: Choose the correct bank account
- Date: Select the deposit date
- Received From: Choose or create the name of the person or company
- From Account: Select the appropriate income account (e.g., Loan, Owner’s Equity, Other Income)
- Payment Method: Optional – select check, cash, etc.
- Amount: Enter the deposit amount
- Memo: Optional – add a note for reference
Step 3: Save and Close
Click Save & Close to record the deposit.
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How to Record a Deposit Without Invoice in QuickBooks Online
If you're using QuickBooks Online, follow these steps:
Step 1: Go to the "+ New" Button
- Click + New on the left panel
- Select Bank Deposit under the "Other" section
Step 2: Fill Out Deposit Information
- Account: Choose the bank account the money was deposited into
- Date: Set the deposit date
- In the Received From column, select or create the payer
- In the Account column, choose the appropriate ledger account
- Fill in the Payment Method and Amount
Step 3: Save the Deposit
Click Save and Close or Save and New to complete the entry.
Best Practices for Recording Deposits Without Invoices
- Use correct income or liability accounts (e.g., use “Unearned Revenue” for customer prepayments)
- Always add a memo to explain the transaction
- Reconcile deposits regularly with bank statements
- Avoid using the “Undeposited Funds” account unless you're combining multiple payments
- Consult your accountant when categorizing uncommon deposits
Common Mistakes to Avoid
Don’t book deposits as income if they’re loans or owner contributions
Don’t ignore the Chart of Accounts—incorrect categories can affect financial statements
Don’t mix customer payments with unrelated funds in the same deposit
Proper categorization is key for accurate profit and loss reporting and tax filing.
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Still Confused? Call QuickBooks Support for Help
If you’re unsure how to categorize or record a specific deposit, our experts can assist you. Avoid costly mistakes and keep your financials clean.
Call 1-877-419-2575 to get instant help with recording deposits, reconciling bank statements, or categorizing unusual transactions in QuickBooks Desktop or Online.
Final Thoughts
Knowing how to record a deposit without an invoice in QuickBooks is essential for accurate accounting. Whether you’re entering a loan, capital infusion, or miscellaneous income, following the correct process ensures that your financial reports are accurate and audit-ready.
QuickBooks makes it easy—but precision matters. Always review your entries and use the correct accounts to reflect your business’s true financial position.
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