In this article:
Set-Up QuickBooks Account for Prepay
In QuickBooks:
Create a new account in you Chart of Accounts (e.g. Customer Prepay). This must be an Income Account and Other Current Liabilities type.
Create a new service in your Products and Services section and associate with the Income Account (Customer Prepay) that you just created.
💡 You can name this whatever you'd like, and it will sync as an Item to SingleOps.
Set-Up SingleOps Account for Prepay
From the SingleOps home page, navigate to
Setup > Account Settings
On the blue side menu, click QuickBooks
In the section: General Ledger Settings find Prepay Item (this section will only be visible after a SingleOps Support Team Member enables the tool)
Click the drop down box and from the list of Items, choose the Income Account (Customer Prepay) service that you just created.
Click Update Account when finished. Now you are ready to start taking Prepay in SingleOps.
QuickBooks Set-Up Video
*Note: Some of the content in this video may reflect a previous version of SingleOps. For a more accurate guide, please refer to the steps listed above.
Enable & Accept Prepay on Jobs
Things to Note:
Prepayments can only be applied to Recurring Jobs in SingleOps and is not available on One-Off Jobs or On Demand Jobs with unlimited Items.
Prepayments cannot be applied to Jobs with a Combined Billing Schedule
The Prepay feature, is intended to collect the entire amount of the proposal, up front, prior to job start. If you are attempting to collect only a portion up front, please use the Deposit feature instead.
Enable Prepay on Jobs
From the Edit Job page, scroll to the bottom to find the Additional Options section.
Next to Prepay, select Enable
Additional options will drop down under the Prepay section. If you do not offer a prepay discount, these fields can remain blank. *Note: Prepay discounts are post tax only.
Select a Prepay Discount Type:
Percentage
Flat (dollar) Amount
Prepay Discount Amount: Type a number into this area depending on what you selected for Prepay Type.
10 = 10% (Percentage)
10 = $10.00 (Flat Amount)
Accept Prepay
Client View
Prepay Discount is now displayed.
⚠️ You may need adjust the totals section of your document templates to include prepay info.
Once the proposal is accepted, your customer will be prompted to prepay. If SingleOps Payments connected, there is a Prepay button that will direct your customers to the page where they can Prepay for the total.
Internal View
Click the blue Prepay button on a job
Click Prepay
Add payment details
When finished, click Submit Payment
Apply Prepay to Invoices
⚠️ If you need to make changes to a prepaid Job, do so before the payment is applied to the invoice. Once prepayment is applied to an invoice, you can not make changes to the balance of the invoice.
Invoice Type | Apply Prepayment |
Per-Visit Invoices |
|
Fixed Invoices | Prepayment is automatically applied to fixed invoices on the invoice date. |
How Prepay Syncs to QuickBooks
When a Prepayment is paid, a Sales Receipt is created in Quickbooks.
When a Prepayment is applied to an invoice:
The invoice will sync to Quickbooks
A credit memo will be created in QuickBooks to connect the amount deducted from the Sales Receipt to the payment on the invoice.
How to Use Prepay Video
*Note: Some of the content in this video may reflect a previous version of SingleOps. For a more accurate guide, please refer to the steps listed above.