---
title: "How are negative invoices sent to QuickBooks?"
description: "How Taxomate sends a negative settlement or payout to QuickBooks as a credit memo, expense and payment, and how to reconcile it."
url: https://docs.taxomate.com/en/articles/6181261-how-are-negative-invoices-sent-to-quickbooks
collection: "General"
updated: 2026-10-22
language: en
---

# How are negative invoices sent to QuickBooks?

How Taxomate sends a negative settlement or payout to QuickBooks as a credit memo, expense and payment, and how to reconcile it.

Sometimes settlements/payouts are sent to QuickBooks with fees and costs being higher than the revenue (negative settlements). This usually occurs if you are a new seller when you tend to owe Amazon, eBay, Shopify, Walmart, or Etsy money.

When this occurs, and you are using invoices, we send over a credit memo for any negative portion of the settlement.

If you are using our **Receive payment** option (highly recommended), we also send over an expense and a payment to make it easier to reconcile with any credit card or bank charges you have from your sales channel. Turn it on in **Settings > Invoice**: under **QuickBooks**, set **Post as** to **Sales invoices**, then turn on **Receive payment**.

All you need to do is match the expense we sent from Taxomate to the credit card or bank charge you received from your sales channel.

![QuickBooks bank feed showing a matched Amazon expense](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_7649.png)

\_IMPORTANT\_: Make sure the **Negative payout bank or credit card account** is set for when your payout balance is negative and your sales channel charges you. Find it in **Settings > Connections > Manage marketplace mappings**.

![Marketplace mappings with the Negative payout bank or credit card account setting](https://staticfiles.gleap.io/ghelparticle/Nq69xSaFirk7sGbueNXzwj3QSoVa88ezRpq0GOBI4TUae3K20bLyUJ4G5Ze56PA6V9ga6SWqN9b.png)

If you have a split settlement (it spans multiple months, and **Split settlements across months** is on in **Settings > Invoice**), you may see an invoice, credit memo, expense, and payment, which are all linked and ready to be reconciled (shown below). As above, all you would need to do is match the expense to the credit card or bank charge from Amazon.

## Old Instructions

\_Please note:\_ The following process is no longer required since an expense is now automatically sent along with a credit memo and payment. If you are not using our **Receive payment** option, you may want to use these instructions.

**STEP 1.** Create an expense by going to **New** and under **Vendors** and selecting **Expense**.

![QuickBooks New menu with Expense under Vendors](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_8719.png)

**STEP 2.** Select amazon.com customer (or applicable marketplace) as the **Payee** and your credit card account as the **Payment Account** (or account you make the payment from).

For the **payment date**, select the date of the charge.

For the category, select Accounts Receivable and then enter the amount charged to your credit card under **Amount**.

![QuickBooks Expense form with payee and payment account](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_2113.png)

**STEP 3.** Go to **Receive Payment** and select the Expense you created and Credit Memo so they balance each other out to 0. For credit card accounts you deposit to Undeposited Funds. Select **Save and close**.

![QuickBooks Receive Payment screen with expense and credit memo selected](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_0751.png)

If you have only a credit memo, the screen shows the credit memo and the expense. If you have both a credit memo and an invoice, the screen shows all three.

![QuickBooks Receive Payment screen with an invoice, expense and credit memo](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_4435.png)

**STEP 4.** Head back over to your bank/credit card account and find the transaction where you paid Amazon.

If you paid with your bank account, select **Match**.

![QuickBooks bank feed with the Match button](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_7232.png)

If you paid with your credit card, you can **Exclude** the transaction.

![QuickBooks bank feed with the Exclude link](https://staticfiles.gleap.io/helpcenter/68a7b1342e2424396e93973d/20250822192055_3008.png)