Modifying "Receive Payment" transactions one by one in QuickBooks Online is time-consuming and can delay bank reconciliation. SaasAnt lets you export payment records, bulk-edit them in a spreadsheet, or change them directly on-screen, then push the updates securely back into QuickBooks.

This guide walks through two methods:

• Method 1: Modify – export, edit in Excel/Sheets, and re-upload

• Method 2: Live Edit – filter and edit payments directly in SaasAnt’s grid

Method 1: Edit Payments Using Modify

This method is ideal when you need to update many fields across a large volume of payments, such as reassigning hundreds of payments to a different "Deposit To" account or updating payment reference numbers.

Step 1: Open SaasAnt from QuickBooks Online

1. Sign in to your QuickBooks Online company file.

2. From the left menu bar, go to Apps.

3. Under Find apps, search for SaasAnt Transactions Online and authorize access if you haven't already installed it.

4. Open the app from your My Apps tab to launch the SaasAnt dashboard.

Step 2: Export Existing Receive Payments

1. In SaasAnt Transactions, navigate to Batch Actions → Download.

2. On the Download transactions screen, select:

   • Transaction/List: choose Receive Payments

   • Date Type: e.g., Search by Transaction Date

   • Date Range: set the period of the payments you want to modify

   • Optional filters: Customer, Deposit To account, Amount range, etc.

3. Click Search to fetch the matching payments into the grid.

4. At the bottom-right, click Download ▼ and choose .csv or .xlsx to export the file.

You now have a spreadsheet containing your QuickBooks payment data, including the internal reference numbers SaasAnt uses to update the exact transactions.

Step 3: Edit the Payments in Excel or Google Sheets

1. Open the downloaded file using Excel or Google Sheets.

2. Locate the payments you need to alter using the customer name, date, or reference number.

3. Update only the necessary fields, such as:

   • Payment Date

   • Payment Method (Cash, Check, Credit Card)

   • Reference Number

   • Deposit To Account (e.g., changing from Undeposited Funds to a checking account)

   • Payment Amount

4. Keep the original QBO ID or Reference fields intact so SaasAnt knows which payments to update.

5. Save your completed file as a CSV or XLSX.

Step 4: Upload the Modified File

1. Return to SaasAnt Transactions.

2. Go to Batch Actions → Modify.

3. On the Upload files screen, drag and drop your edited file or click Browse your files.

4. Select Receive Payments under the Customer Transactions category if prompted, then click Continue.

Step 5: Map QBO Fields Correctly

On the Map Fields screen, you will align your spreadsheet columns with the corresponding QuickBooks fields.

1. Ensure critical fields are mapped properly:

   • Customer Name

   • Payment Date

   • Payment Amount

   • Deposit To Account

   • Payment Method & Reference No.

   • Invoice to Apply (if you are altering which invoice the payment covers)

2. Click Preview Mapping to verify that your spreadsheet data aligns correctly.

3. Once confirmed, click Review.

Step 6: Review and Fine-Tune in the Grid

You will now see an editable grid displaying all the payment rows from your file.

1. Scan the data to ensure accuracy. You can double-click any cell to make last-minute typo corrections directly in the grid.

2. Optional: Use Preview (Dry Run) Mode to let SaasAnt validate the data without actively changing anything in your QuickBooks file yet.

3. Once satisfied, click Update QuickBooks.

Step 7: Check Results, Download Logs, and Undo if Needed

After processing, SaasAnt displays a summary of the import.

1. Click Show Results to view the Modify results screen.

2. On the Success tab, you can click the QuickBooks ID to view the live, updated payment in QBO. You can also use the Download ▼ button to save a permanent audit log of the changes.

   

3. Check the Error tab for any failed rows. You can often click an inline Fix button to correct an invalid account or customer name and re-submit it immediately.

4. If you realize you made a mistake, click the Undo button to roll back the successful changes, restoring the original payment data in QuickBooks.

Method 2: Edit Payments Using Live Edit

The Live Edit feature allows you to change transaction data directly inside SaasAnt’s grid interface without creating, exporting, or importing a spreadsheet. It’s perfect for fast fixes, such as correcting dates or updating a memo on a handful of payments.

Step 1: Open Live Edit

1. In SaasAnt Transactions, go to Smart Entry → Live Edit.

2. Review the brief instructions and click Ready to edit, then select Edit by searching to filter by date or other criteria. Select Edit by reference if you have specific reference numbers ready.

Step 2: Filter the Payments You Want to Edit

1. At the top of the Live Edit screen, set:

   • Transaction/List: choose Receive Payments

   • Date Type: such as Search by Last Updated Date or Transaction Date

   • Date Range: the period for the payments you want to adjust

   • Date Format: ensure this matches your QBO settings (e.g., MM/DD/YYYY)

2. Click Search to pull the matching payments into the live grid. If you chose Edit by reference, paste the reference numbers for the data you want to edit and click Search.

Step 3: Edit Payment Fields in the Grid

1. Locate the specific receive payments you want to adjust.

2. Click directly into the grid cells to type in your revised values (such as changing a Reference Number, Date, or Deposit Account).

3. You can edit multiple rows at once across the screen.

Step 4: Submit Changes Back to QBO

1. Review the updated grid to ensure everything is correct.

2. Click Submit to sync the updates directly with QuickBooks Online.