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How to write off bad debt in QuickBooks 

How to write off bad debt in QuickBooks

What is a bad debt? 
We’ve all been in a situation where we’ve lent money to someone and, down the road, found it challenging to recover those funds. The disappointment of unrecovered loans is not confined to personal interactions; businesses face this predicament as well.

what constitutes a bad debt?

Creditor is unable to collect a debt that has been recorded in their financial accounts, it is classified as a bad debt. Astonishingly, this is a prevalent issue in the business landscape. For companies that offer cash credit to clients or customers, the specter of bad debts is an ever-present consideration.

In what circumstances does bad debt occur?  

Bad debts can arise from various factors, including cash flow challenges on the customer’s side. The borrower might face delays in receiving payments from their own clients, or they could be grappling with operational issues within their business. instance, disruptions in their supply chain may result from inefficiencies in personnel or reduced market demand brought about by unexpected circumstances. In more severe situations, the borrower might find themselves on the brink of insolvency or bankruptcy.

What is writing off of bad debts on QuickBooks all about? 
certain invoice that has been entered in QuickBooks is not going to be recovered, it needs to be updated as such. order to keep the company’s profit and loss sheet balanced, it is necessary to enter any discrepancies as such.  
How to write off bad debt in QuickBooks
 The Actual Process

Follow these steps to write off QuickBooks effectively: 

 Step 1: Create a Bad Debt Expense Account (if not already created) 

If you haven’t set up a BD Expense account in your Chart of Accounts, you’ll need to create one. This account will be used to record the bad debt and will show up on your profit and loss statement. 

  1. Go to the Gear icon in the top right corner of the QuickBooks dashboard and select “Chart of Accounts” under “Your Company.” 
  2. Click on “New” to create a new account. 
  3. Choose “Expense” as the account type and select “BD” as the detail type. 
  4. Save the account. 

Step 2: Create a Credit Memo

That you have the Bad Debt Expense account set up, the next step is to create a credit memo for the bad debt. 

  1. Go to the “+” (plus) sign at the top of the QuickBooks dashboard and select “Credit Memo” under “Customers.” 
  2. Choose the customer with the outstanding. 
  3. In the Product/Service column, select the product or service associated with the bad debt. If the customer has multiple invoices, you can select the specific invoice to write off. 
  4. Input the bad debt amount as a negative value (e.g., -100.00) in the Amount column.
  5. Ensure the account selected for “Account” is the BD Expense account you created earlier. 
  6. Save the credit memo. 

Step 3: Apply the Credit Memo to the Invoice 

The next step is to apply the credit memo you created to the original invoice. 

  1. Go to the “+” (plus) sign again and select “Receive Payment” under “Customers.” 
  2. Choose the customer with the B.. Debt. 
  3. In the “Outstanding Transactions” section, you should see the credit memo you created earlier. Select it by checking the box next to it. 
  4. QuickBooks will automatically reduce the amount of the outstanding invoice by the credit memo amount. 
  5. If the credit memo amount covers the entire outstanding balance, the invoice will be marked as “Paid.” If not, the remaining balance will still be visible. 

Step 4: Verify the Write-Off 

To verify that been successfully written off, you can run report in QuickBooks. This report will show all the transactions including the credit memo and the reduction of the outstanding invoice. 

  1. Go to the Reports tab on the left-hand side of the QuickBooks dashboard. 
  2. Search bar and select the “Bad Debt” report from the suggestions. 
  3. Customize the report as needed, specifying the date range and other criteria. 
  4. Review the report to ensure write-off is correctly reflected.  


How to write off bad debt in QuickBooks

Writing QuickBooks is a crucial step in maintaining accurate financial records for your business. By following the step-by-step guide provided in this article, you can efficiently handle bad debts, create a Expense account, and ensure that your financial statements accurately reflect the reality of your accounts receivable. 

Remember, while writing off bad debts helps manage your financials, it’s equally important to implement sound credit policies and stay vigilant when it comes to customer payment behavior to minimize the occurrence of the future. 


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