# Processing Payments, Deposits, and Sync Issues in QuickBooks/RentalWorks

**February 19, 2026 at 10:21 AM** · 5m 18s

The call is a training or troubleshooting session focused on payment processing workflows between QuickBooks Online and RentalWorks (or a similar system like KARS+). Speaker A demonstrates how to create receipts, apply payments to multiple invoices, and handle customer deposits or credits. They explain the concept of a 'depleting deposit'—crediting a customer's account for future use—and how to apply such deposits or credit memos to open invoices.

A significant portion of the discussion addresses edge cases and system limitations. The participants explore how to record payments processed outside the primary system (e.g., a credit card run through a third-party processor like Pelson) by creating custom payment types. This leads to a critical concern raised by Speaker C regarding data synchronization: if an invoice is marked as paid in QuickBooks but the payment is recorded with a non-standard type in RentalWorks, the sync may fail.

The conversation is collaborative, with Speaker B confirming similarities to their existing KARS+ deposit process and asking about referencing double payments. Speaker A provides guidance on using the payment memo field for notes. The call ends on an unresolved note regarding the sync conflict, indicating a need for a technical solution or workaround.

### Action Items
- [ ] Create a custom payment type in RentalWorks (e.g., 'credit card outside of RentalWorks') to properly record payments processed through external gateways like Pelson. `high`
- [ ] Investigate and resolve the synchronization conflict that occurs when an invoice is marked paid in QuickBooks but the payment is recorded with a non-standard payment type in RentalWorks. `high`
- [ ] Formalize the process for applying customer deposits/credits ('depleting deposits') to invoices, ensuring consistency with the existing KARS+ method. `medium`
- [ ] Train the team on using the payment memo field to document critical details (e.g., double payments, external references) when creating receipts. `medium`
- [ ] Clarify the procedure for handling invoices that appear missing due to being processed 'outside of QuickBooks' to prevent recurring errors. `low`

### Topics
Payment receipt creation and application to invoices, Handling customer deposits/credits ('depleting deposits'), Recording payments processed outside the main system (e.g., QuickBooks, RentalWorks), Data synchronization issues between systems, Payment referencing and memo fields for notes

**Sentiment:** neutral

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*Generated by Call Assistant on 2026-04-09 11:43*