How to Record a Loan Payment in QuickBooks Desktop Online?

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record the loan

You can deduct these expenses from your income on your taxes. To book this correctly in QuickBooks you have to understand that the $200 being paid out per month is technically still yours. Just like you would put money into a savings account the escrow account is also an asset. For instance, every month you pay $200 into the escrow account and at the end of the year you know have $2400 sitting in this account. On the statement from your bank you see an insurance payment for $1,200 and a property tax payment for $1,200. You then book these expenses against the escrow account to $0 the account out!

Assign the rest of the payment, also known as the principal, to the liability account you created to track the loan. You now have the option of selecting the type of loan. Click “Other Current Liability” for short-term loans repayable over one year or less, or select “Long-term liability” for loans repayable over a longer period. Enter a name and reference number for the accounts in the applicable fields. The way QuickBooks handles this is with a special account called Undeposited Funds, which I think of as the drawer in your desk where you put checks until you deposit them.

We’ll start by considering the first scenario in which they need a loan to pay off invoices. If there are any additional fees, enter them on additional lines using the appropriate accounts and amounts. You will then have to determine if the loan is a sub-account. You may want to make it a sub-account to keep your accounts more organized. When you select Long Term Liabilities, the Detail Type and Name will change to Notes Payable automatically. You can change the name to something more relevant, like Car loan.

Set up a mortgage in QuickBooks Desktop

In fact, she even helped pioneer the adaptation of QuickBooks to suit the needs of professionals in real estate and property management. To share her knowledge she has written a series of courses titled Simplified Accounting Solution, which provides step-by-step guidance for those working with QuickBooks. When the insurance and tax payments are due, your lender will make the payments. Then, reduce your escrow account by the amount paid to the tax assessor and insurance company. QuickBooks makes bookkeeping and accounting easy for businesses because of how well it organizes expenses and income. It allows you to focus more on getting your services or products to your customers.

At one point or the other, businesses might require getting loan from a financial institution or other sources. The amount of loan is not the concern, but keeping a record for the same might be. A lot of times, users mess up their books while they enter payment for a loan in QuickBooks. When your company borrows money, you should record the loan as a liability in your accounts and then track each of the payments you make for the loan to reduce liability.

You can also optionally enter a description in the Description field. Now that you have an idea about different liabilities, let’s look at how you can set up a liability account in QuickBooks Online. A liability is money that you currently owe to other people. Another situation that QuickBooks Online can handle is when you want to give a loan to a customer.

enter loan payment

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Step 4. Choose Your Accounting Method

Middlesex Savings Bank, based in Natick, Massachusetts, is a mutual bank focused on providing financial support to individuals and businesses. We offer valuable banking solutions including, checking accounts, savings accounts, CDs, personal loans, mortgages, commercial lending services and more. Some businesses occasionally need to borrow money to fund capital investments such as new premises, equipment or product research and development. When your company borrows money, you should record the loan as a liability in your accounts and track each loan payment that you make to reduce the liability.

Learn how to handle a corporate credit card with multiple cardholders in QuickBooks Online. Either method will decrease the ending balance for your loan by the same amount. While the Long-Term Liability loan has decreased by the amount paid. Previously I showed you how to add an equipment loan to QuickBooks Online. Should clear within 90 days of when they were written.


To do this, click “Banking” in the main menu and then select “Write Checks” in the context menu. Enter the payee name and repayment amount in the applicable fields in the Write Checks window. Select the Account where you want the payment to go to in the dropdown. At the bottom of the form in the area called Add Funds to This Deposit, enter the details about the loan repayment.

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Adjust the Mortgage+Care QuickBooks account to match your business model. Buy, Rehab, Rent, Refinance, Repeat is the five-part BRRRR real estate investing strategy that makes financial freedom more attainable than ever. In this book, author and investor David Greene shares the exact systems he used to scale his real estate business from buying two houses per year to buying two houses per month using BRRRR. In the Amount field enter the total amount of the loan payment.

The escrow account you set up is to mimic the transactions with your lender. By creating a liability for a loan in your QuickBooks desktop or online, you will be able to manage your loan online in a hassle-free manner. Let us now move forward and look in the next section how to actually accomplish this. If you are using QuickBooks accounting software, there is no need to be worried about the tracking part.

One will have the CATEGORY of the loan I’m paying with an amount of $425. In Category Details,you’re telling QuickBooks why you’re giving your bank this money. Right-click on any location on the list and then select “New” from the context menu. If you don’t ever deal with this uncleared deposit, your sales and cash could both be overstated by $4,000. I’ve seen companies with more than $100,000 in accumulated misstatements because they did not ever clear out their old uncleared transactions. You’ve now seen how to manage many facets of receiving and making loans.


When you a loan payment, make sure you have a line for principal and a line for interest expense. Don’t use a Transfer to record a loan payment because that won’t let you split the payment between principal and interest. Instead, use either a Check or Expense (if paid electronically, online, or with an ACH, etc.) type transaction. As you pay the mortgage each month your bank will send you a breakdown of principal and interest payments along with payments to an escrow account.

At the initial step, open QuickBooks and enter your credentials. After entering the credentials, click on settings and then select the Chart of Accounts. Find your loan in the list of accounts and click View register to the right. For Check no. you can enter the number of the check or ACH if you made an ACH payment. Click the “Account” button below the list of accounts.


These frequently asked questions about xero accounting software bills, deferred salaries, sales and payroll taxes, and short-term loans. When opening your business’s first checking account, there are several key features to consider that can make business banking easy, convenient and transparent. Direct Connect with bill pay allows you to automatically download your transaction information and pay bills directly in your QuickBooks software. Just $9.95 per month with the first two monthly service fees waived if you connect at least once during that time. If you use money management software, you’ll like how easy it is to pair with Online Banking. Simply download transactions to be imported or request a direct download from the program to see how you use your money.

If you are you wondering how to enter a loan payment in QuickBooks? If Yes, then follow the complete article for detailed and step-by-step instructions. QuickBooks is one of the best accounting software to choose if you’re looking for an easy way to manage payments, invoicing and expense tracking for your business. The accounting software is accessible on any device, but you need to set it up properly to enjoy its benefits. It’s a good idea to enter loan payments regularly to ensure that your company’s accounts are up to date at the end of each fiscal period.


Install QuickBooks/Quicken and configure the software to connect to your First Horizon Bank account. You are now ready to use the QuickBooks Loan Manager to set up your loan. If you have additional questions regarding any aspect of QuickBooks contact our experienced QuickBooks consultant in your area for help. Amy is a Certified Public Accountant , having worked in the accounting industry for 14 years. The reference numbers show where this data is extracted.

This loan may also be including interest in additional to the principal amount. QuickBooks Online does not automatically count interest, so be sure that you do this separately. Enter a memorable name for the loan in the Name field. You can then click Save and Close to finish creating the loan, as we will enter the loan amount by using a journal entry.

You can start by checking the ageing of your account receivable and then create a bas debt expense account. Once you have created the bad debt expense amount, create a bad debt item and credit memo for the bad debt. Now you need to apply the credit memo to the invoice and run the bad debt report. Now you need to enter the loan amount in credit side column. After that for the second line of the journal entry you need to choose the appropriate account for debiting the amount. In this article, you saw how you can manage loans that you have received and those that you have given out to others.

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