How to Record A Promissory Note in QuickBooks Online and Desktop?

Recording a promissory note in QuickBooks is critical for maintaining accurate financial records, whether a business is the payee (lender) or the payer (borrower). The procedure requires different account setups in QuickBooks Online (QBO) and QuickBooks Desktop (QBD) to properly classify the note as either a Loan Receivable (Asset) or a Loan Payable (Liability). For QBD, users must create accounts in the Chart of Accounts and use specific workflows like Receive Payments to close receivables or Write Checks to split principal and interest portions of a payment. QBO users follow a similar Chart of Accounts setup but utilize the Record Payment or Bank Deposit features. Effective management extends beyond initial entry to include tracking interest accruals via journal entries, handling partial payments, and conducting regular audits to ensure compliance with financial reporting standards and avoid legal pitfalls associated with misclassified debt.

Highlights (Key Facts & Solutions)

• Definition and Classification: A promissory note is a written promise to pay. It must be classified in QuickBooks as a Loan Receivable (Asset) if you are the payee (creditor) or a Loan Payable (Liability) if you are the payer (debtor).
• Duration Classification: Notes payable/receivable lasting less than one year are classified as current assets/liabilities; those lasting more than one year are classified as fixed/long-term assets/liabilities.
• QBD Debt Receivable Setup: To write off bad debt, set up an Expense account (Bad Debts) in the Chart of Accounts, and use the Receive Payments feature to close unpaid invoices by entering $0.00 as the payment amount and applying the discount/write-off.
• QBD Loan Payment Recording: Use the Banking > Write Checks function. The payment must be split into two lines on the expense tab: one line against the Liability account (Principal) and a second line against the Interest Expense account.
• QBO Debt Receivable Setup: First, create a Bad Debts Expense account and a corresponding Non-inventory Bad Debt Item under Products & Services. Then, use the Receive Payment window to apply the credit note to the corresponding invoice.
• Interest Accrual Tracking: Interest accruals should be recorded separately, usually monthly or quarterly, using journal entries to ensure adherence to accrual basis accounting.
• Auditing and Compliance: Regularly reconcile loan balances and interest entries against the original note terms and integrate with third-party tools if necessary to maintain clean books and prevent legal and compliance issues.

Understanding Promissory Note before Recording it in QuickBooks

Payee:

A Payee is referred to as a person or an organization to whom the payment is to be paid. The payee is qualified to receive the agreed amount mentioned in the promissory note. The payee is either paid by cash, check, direct debit, wire transfer , credit card or any other transfer medium.

Payer:

A Payer is referred to as a person or an organization to give the payee the agreed-upon amount of money. The payer accepts responsibility for the debt and agrees to pay the amount specified in the promissory note.

Terms of Payment:

A promissory note’s terms of payment specify the circumstances in which the payer consents to reimburse the payee. These conditions specify the total amount owed, the payment schedule, the due date, and any applicable interest rates.

1. Amount: The total amount that the payer and payee have agreed to exchange money for.
2. Interest Rate: The interest rate is the percentage of the principal amount that the borrower agrees to pay as interest over a specific period of time.
3. Payment Schedule: This specifies the frequency of payments (monthly, quarterly, etc.) as well as the amount of each payment.
4. Due Date: The deadline for full payment of the total amount.

Options to Record a Promissory Note in QuickBooks

• As a Payee: Loan receivable, and you become the creditor while payer becomes debtor
• As a Payer: Loan payable, and you become the debtor while the payee becomes creditor

On the Basis of Duration

• Less than 1 year: Current asset or current liabilities; Recorded as a Short term Loan
• More than 1 Year: Fixed Asset or Fixed Liabilities; Recorded as a Long term Loan

How to record promissory notes in a QuickBooks Desktop?

Record promissory notes in QuickBooks Desktop, set up accounts under Lists > Chart of Accounts, handle unpaid invoices in Customer > Receive Payments, and process payments via Banking.

To manage promissory notes in QuickBooks Desktop: Set up accounts via Lists > Chart of Accounts, choose Expense for receivables or Liability for loans. Close unpaid invoices by entering $0.00 in Receive Payments. Record loan payments using Make Deposits and Write Checks, then Save and Close.

Following the step-by-step information below:

As a Debt Receivable

Part 1: Setting Up the Necessary Accounts

To set up accounts, go to the Lists menu and select Chart of Accounts. Click Account > New, choose Expense, name the account, then click Save and Close.

Step 1: Navigate to the Chart of Accounts

• Click on the Lists menu on the screen.
• Click on the Chart of Accounts.

Step 2: Create a new account

• Click on the Account menu and then click on New.
• Select the account type by clicking on Expense and then hit Continue.
• Enter the account name.
• Click on Save and close.

Part 2: Close out unpaid invoices

To close unpaid invoices, go to Customer > Receive Payments. Enter $0.00 as the payment amount, apply discounts, select the relevant account, and click Save and Close.

Step 1: Navigate to the Open Receive Payments

• Click on the customer’s menu on the screen.
• Now, click on receive payments.
• Put the customer’s name in the Received from field.

Step 2: Mention the payment amount and discount

• In the payment amount, put $0.00.
• Now, choose the Discounts and Credits option on the screen.
• Enter the Amount you would like to write off in the “Amount of Discount” field.
• For  Discount Account, select the account you added in step 1, and select  Done.

Step 3: Save the transaction

• Once you are satisfied, Click on Save and close.

As a Loan Receivable

Part 1: Creating the Loan Account

Create a loan account, go to Lists > Chart of Accounts, click New, select Other Current Liability or Long-term Liability, name the account, then Save & Close. Set up the vendor and expense account similarly.

Step 1: Navigate to the Chart of Accounts

• Click on the Lists menu at the top of the screen.
• Choose the Chart of Accounts option.

Step 2: Make a new account

• Right-click on the screen and then click on New.
• Now, choose the account type for your loan:

1. Other Current Liability: For short-term loans payable over one year
2. Long-term Liability: For long-term loans payable over one year.

• Click on Continue.
• Mention the name and number of the account.
• Click on Save & close.

Step 3: Set up the Vendor

• Click on the Vendors menu, then choose Vendor Center.
• Click on New Vendor.
• Put the name of the bank or the company you need to pay for the loan.
• Click on OK.

Step 4: Set up an expense account

• Click on the Lists menu, then choose Chart of Accounts.
• Right-click anywhere, then choose New.
• Click on Expense, then hit Continue.
• Put the account name for the interest payments or fees.
• Press on Save & Close.

Part 2: Recording Loan Payments

To record loan payments, go to Banking > Make Deposits, choose the liability account, and enter the amount. Then, go to Banking > Write Checks, select the bank, and record payments for both principal and interest. Save and close.

Step 1: Navigate to the Make a Deposit window

• Click on the Banking menu on the screen.
• Choose Make Deposits.
• If the  Payments to Deposit window opens, click on Cancel.

• If the Make Deposits window opens directly, then:

1. In the Deposit To field, click the account to deposit the loan into.
2. Check the Date and enter an optional Memo.
3. In the From Account column, choose the Liability account you created in Step 1.
4. In the Amount column, put the loan amount.
5. Press on Save & Close.

Step 2: Record the loan payment

• Click on the Banking menu, then click on Write Checks.
• Choose the Bank Account you want to use to pay the loan.
• Verify the Date and check no.
• In the Pay to the Order field, choose the name of the bank.

• In the Expenses tab:
  1. On the first line, select the liability account you created in Step 1. Then, enter the payment for the principal amount.
  2. On the second line, select the interest expense account. Then, enter the payment for the loan interest.

Step 3: Save the transaction

• Once you are satisfied, Click on Save and close.

How to record promissory notes in QuickBooks Online?

Record promissory notes as a debt receivable in QuickBooks Online, first create a loan account by checking ageing receivables, then set up a Bad Debts Expense account. Record payments by applying credit notes, running a Bad Debts Report, and updating customer names. For loan receivables, set up a liability account, and record amounts with the Unpaid Balance field left blank.

Following the step-by-step information follow:

As a Debt Receivable

Part 1: Create the Loan Account

To create a loan account, first check ageing receivables by running the Accounts Receivable Ageing Detail report. Then, create a Bad Debts Expense account and item under Settings > Chart of Accounts and Products & Services.

Step 1: Check Your Ageing Accounts Receivable

• Click on the Reports option.
• Locate and open the Accounts Receivable Ageing Detail report.
• Check which outstanding accounts receivable should be written off.

Step 2: Create a Bad Debts Expense Account

•  Click on Settings and choose the Chart of Accounts.
•  Choose New to create a new account.
• From the  Account Type drop-down, choose Expenses.
• From the  Detail Type drop-down, choose  Bad Debts.
•  Press Save and Close.

Step 3: Create a Bad Debt Item

•  Click on Settings  (gear icon) and select  Products & Services.
•  Choose New and then Non-inventory.
• In the  Name  field, enter “Bad Debts.”
•  From the  Income Account drop-down, choose  Bad Debts.
•  Press Save and Close.

Part 2: Recording Loan Payments

To record loan payments, go to + New > Receive Payment, select the customer, apply the credit note to the invoice, and save. Then, run a Bad Debts Report and update customer names to reflect “Bad Debt” or “No Credit.”

Step 1: Apply the Credit Note to the Invoice

•  Click on + New.
•  Under  Customers, choose Receive Payment.
•  From the Customer drop down, choose the appropriate customer.
•  From the Outstanding Transactions section, choose the Invoice.
• From the  Credits section, choose the credit note.
• Press Save and Close.

Step 2: Run a Bad Debts Report

•  Click on Settings and choose the Chart of Accounts.
•  In the  Action column of the bad debts account, choose Run Report.
•  Add a Note to Bad Debt Customers Go to  Sales and select  Customers.
•  Choose the customer’s name.
•  At the upper right, click on Edit.
•  In the  Display Name field, put “Bad Debt” or “No Credit” after the customer name.
•   Click on Save.

As a Loan Receivable

Part 1: Setting Up a Liability Account

To set up a liability account, go to the Gear icon > Chart of Accounts. Click New, select Current Assets, then choose either Other Current Liabilities or Long Term Liabilities. Name the account and add details.

Step 1: Navigate to the Chart of Accounts

• Go to the Gear icon on the screen.
• Click on Chart of Accounts.

Step 2: Create a new account

• Click on the “New” option on the screen.
• Choose the Current Assets option from the drop down menu.
• In the Account dialog, choose either Other Current Liabilities or Long Term Liabilities from the Account Type drop down list.
• In the Detail Type drop-down list, choose either Other Current Liabilities or Long Term Liabilities.

Step 3: Name the account

• Enter the name of the account. [You can also provide a description and any necessary details.]

Part 2: Recording the amount

When recording the amount, leave the Unpaid Balance field blank. Review the details and click Save and Close to complete the transaction.

Step 1: Keep the unpaid balance section blank

• Leave the Unpaid Balance field blank.

Step 2: Save the transaction

• Once you are satisfied, Click on Save and close.

Managing Promissory Notes Effectively in QuickBooks

Promissory notes may seem simple, but recording them wrong in QuickBooks leads to misstatements, audit flags, and poor loan tracking. This section cuts through the clutter and gives you 5 precise insights. Each point addresses a real-world challenge—from choosing the right document to managing early payments. Whether you’re a business owner, accountant, or bookkeeper, these focused breakdowns help you avoid mistakes, apply best practices, and maintain bulletproof records. Numbers, rules, and clarity — all in one place.

Key Differences Between Promissory Note and Loan Agreement in Accounting Context

Promissory notes and loan agreements serve different purposes in accounting and financial documentation. Understanding their distinctions ensures accurate record-keeping in software like QuickBooks.

1. A promissory note is a simple promise to repay a loan, while a loan agreement is a detailed contract outlining obligations.
2. Promissory notes are typically used for short-term, informal loans; loan agreements suit complex, long-term financing.
3. Promissory notes include only amount, date, and interest, whereas loan agreements cover collateral, default clauses, and repayment schedules.
4. In accounting, promissory notes are easier to record in QuickBooks with basic liability or receivable setup, unlike loan agreements that may need multiple accounts and classes.
5. Always identify whether your transaction involves basic lending (note) or structured financing (agreement) to record it accurately.

When Should You Use a Promissory Note in Business Transactions?

Promissory notes are ideal in situations where one party is lending or borrowing a specific amount, and both parties want clear, written repayment terms. To determine when to use one, consider these common business scenarios:

1. Use a promissory note when lending or borrowing a specific amount with clear repayment terms, especially in owner-to-business or inter-company loans.
2. It fits best in short-term financing, like employee advances, partner loans, or temporary business funding.
3. Create one when there’s no need for legal complexities, but still a written commitment is essential.
4. It ensures the loan is trackable, enforceable, and auditable, especially when interest, due dates, and conditions are involved.
5. In QuickBooks, it works well with manual entries, reducing dependency on external loan-tracking tools.

Common Mistakes to Avoid While Recording Promissory Notes in QuickBooks

Recording promissory notes in QuickBooks requires careful account setup and transaction handling. To avoid common issues, make sure you follow these best practices:

1. Not creating a separate liability or asset account leads to misclassified entries, affecting balance sheet accuracy, reporting, and tax prep.
2. Users often skip entering interest payments, causing gaps in expense tracking, loan valuation, and audit trails.
3. Recording promissory notes as income or expense instead of using journal entries or payment functions distorts profit/loss statements.
4. Forgetting to link payments to notes can create open balances, incorrect aging, and double entries.
5. Always review terms, set up accounts, and reconcile regularly to avoid compliance issues, loan mismanagement, and reporting errors.

How to Track Interest Accruals on Promissory Notes in QuickBooks

Tracking interest accruals on promissory notes in QuickBooks ensures accurate financial records and compliance. Follow these steps to maintain clarity and consistency:

1. Create a separate income account (for payees) or expense account (for payers) to categorize interest clearly for audits and reports.
2. Use journal entries monthly or quarterly to record interest amounts with proper dates and descriptions.
3. Link each interest journal entry to the original promissory note account to keep receivable or liability balances updated.
4. For recurring interest, set up memorized transactions or scheduled reminders to automate consistent accruals.
5. Regularly reconcile interest entries against promissory note terms, payment records, and financial statements for accuracy and compliance.

Handling Early or Partial Payments on Promissory Notes in QuickBooks

Early or partial payments on promissory notes can lead to accounting inaccuracies if not handled properly. To manage these payments effectively in QuickBooks, follow these best practices:

1. Use “Receive Payment” (for QuickBooks Online) or “Write Checks” (for QuickBooks Desktop) to record payments accurately against the note.
2. Break down the payment into multiple lines under the expense or item tab to allocate amounts separately for principal, interest, and any associated fees.
3. Manually update the liability or asset account to reflect the reduced balance, adjusted due schedule, and any changes to future payments.
4. Include detailed memos or notes with each transaction to ensure clarity for audits, internal communication, and recordkeeping.
5. Reconcile the payment with your bank transactions regularly to maintain clean books, avoid discrepancies, and ensure accurate financial reporting.

Strengthening Promissory Note Practices in QuickBooks

Recording a promissory note correctly is just the starting point—what follows determines accuracy, compliance, and audit readiness. This section brings you 5 practical extensions that tighten your financial controls. From reconciling bank payments to integrating loan tracking apps, every topic is built to prevent errors, close gaps, and boost confidence in your records. Use these strategies to maintain clean books, pass audits smoothly, and track loans without blind spots.

Legal Implications of Mishandling Promissory Notes in Accounting Software

Mishandling Promissory Notes in Accounting Software Can Lead to Legal Trouble. To avoid legal and financial consequences, follow these best practices:

1. Ensure Accurate Recording: Incorrect entries can result in regulatory non-compliance, financial misreporting, and tax penalties.
2. Reflect True Liabilities: Misrepresentation of liabilities may breach loan agreements, audit standards, and GAAP requirements.
3. Track Interest Properly: Failing to monitor interest can lead to understated expenses, incorrect tax filings, and increased legal scrutiny.
4. Maintain Proper Documentation: Incomplete or missing records weaken your legal position in disputes, collections, or investor audits.
5. Align Software Entries with Legal Terms: Always ensure your QuickBooks or accounting software reflects the original terms of the promissory note, applicable legal language, and accounting standards to prevent disputes, penalties, and reputational damage.

Best Practices for Auditing Loan and Promissory Note Records in QuickBooks

To audit Loan and Promissory Note records accurately in QuickBooks, follow these best practices regularly:

1. Start by reconciling loan balances, payment history, and interest entries with original promissory note terms.
2. Use custom reports and filters to isolate transactions by account type, vendor/customer, and date range.
3. Verify that each entry links back to a supporting document, memo, or journal note for audit transparency.
4. Flag inconsistencies in interest calculations, duplicate entries, or unlinked payments to fix before audit review.
5. Schedule periodic audits quarterly to ensure regulatory compliance, data integrity, and internal control validation.

How to Reconcile Promissory Note Payments with Bank Statements in QuickBooks

Reconciling promissory note payments in QuickBooks requires matching each payment with corresponding bank transactions based on amount, date, and payee using the Reconcile tool. When payments include both principal and interest—or additional fees—it’s important to break them down accurately to ensure proper classification and matching. Bank feed rules can automate this process, but manual matching may be necessary for more complex entries. Any discrepancies, missing entries, or duplicated records should be flagged and resolved before completing the reconciliation. Performing these reconciliations on a monthly basis helps maintain clean financial records, ensures reliable cash flow tracking, and keeps your books audit-ready.

Creating Custom Reports in QuickBooks for Promissory Note Tracking

Tracking promissory notes in QuickBooks requires customized reporting for accurate insights and accountability. To generate effective reports, follow these steps:

1. Use Custom Transaction Detail Reports: Start by creating a Custom Transaction Detail Report in QuickBooks. Filter entries based on the relevant loan account, specific date range, and desired transaction types such as checks, journal entries, or payments.
2. Include Key Columns: Add important columns like Memo, Split, and Class to view detailed payment breakdowns, associated accounts, and transaction notes. These columns help in understanding how each payment is allocated.
3. Apply Specific Filters: To monitor particular promissory notes, apply filters based on Customer, Vendor, or Liability Account. This allows for targeted reviews and better segregation of loan-related transactions.
4. Save Report Templates: Once the report is customized, save it as a template. Use dynamic date ranges like “Last Month” or “This Quarter” so the report updates automatically for regular reviews.
5. Export for Deeper Analysis: Export your report to Excel for additional analysis, visual summaries, or sharing with auditors. This can enhance transparency and improve overall financial clarity.

Integration of Promissory Note Management with Third-Party Loan Tracking Tools

Managing promissory notes efficiently requires seamless integration between QuickBooks and third-party loan tracking tools. To ensure accurate note tracking and real-time financial reporting, follow these recommended integration practices:

1. Use Compatible Tools: Integrate loan management platforms like LoanPro, GnuCash, or Zoho Books with QuickBooks to streamline amortization schedules, note tracking, and financial reports.
2. Enable Real-Time Syncing: Choose applications that automatically sync payment schedules, interest calculations, and balance updates with QuickBooks, reducing the need for manual updates.
3. Opt for Cloud-Accessible Platforms: Select tools that offer cloud access, audit logs, and automated reminders to improve loan visibility and enhance compliance monitoring.
4. Support for Data Flexibility and Security: Ensure that the chosen integration supports data import/export, multi-user access controls, and secure backup options for seamless and protected operations.
5. Reduce Errors and Ensure Compliance: Proper integration helps eliminate manual errors, duplicate data entries, and compliance gaps in promissory note handling, ensuring accuracy and regulatory adherence.

Conclusion!

By properly recording the promissory note, businesses can monitor loans and their repayment schedules. This procedure makes sure that all loan transactions are transparently recorded and readily available within QuickBooks, which helps to maintain clear financial records by making it easier to manage and report on finances.

Frequently Asked Questions

What is the fundamental difference in setting up a promissory note as a Debt Receivable versus a Loan Payable in QuickBooks?

The classification determines whether the note is an asset or a liability on your Balance Sheet.

• As a Debt Receivable (You are the Payee/Lender):
  • Classification: The note is recorded as an Asset (specifically, a Notes Receivable or Loan Receivable) on your Balance Sheet. This represents money owed to your business.
  • Impact: When the loan is given, your Cash Asset decreases, and your Loan Receivable Asset increases.
• As a Loan Payable (You are the Payer/Borrower):
  • Classification: The note is recorded as a Liability (Other Current Liability or Long-Term Liability) on your Balance Sheet. This represents money your business owes.
  • Impact: When the loan is received, your Cash Asset increases, and your Loan Liability increases.

When writing off a bad debt in QuickBooks Desktop, why is the dedicated account type selected as “Expense” instead of “Asset”?

The dedicated account for writing off uncollectible debt is categorized as an Expense to reflect the loss in income.

• You create a Bad Debts Expense account (a type of Expense account).
• This expense is used to offset the revenue that was originally recognized but never collected.
• By recording this loss as an expense, it flows to your Profit & Loss (Income) Statement, reducing your net income and providing a more accurate view of your profitability.

How do I properly allocate a single loan payment between the principal balance and the interest expense in QuickBooks Desktop?

Loan payments must be split accurately to reduce the liability and record the expense. You use the Write Checks function:

• Go to Banking then Write Checks.
• In the Expenses tab (or Category details section):
  • Line 1: Select the Loan Liability account (e.g., Car Loan Payable) and enter the payment amount that reduces the Principal.
  • Line 2: Select the Interest Expense account and enter the payment amount that covers the Interest.
• The sum of these two lines must equal the total amount of the check or payment.

What is the standard way to record the initial full amount of a newly received loan payable in QuickBooks Online?

The easiest and most common way to record a new loan where the funds are deposited into your bank account is by using the Make Deposits feature or classifying the transaction from the Bank Feeds.

• Navigate to + New and select Bank Deposit (or match the transaction in the Bank Feed).
• Select the Bank Account where the funds were deposited.
• In the details section, select the Loan Liability account (Non-current liabilities or Current liabilities) you created for the promissory note.
• Enter the full loan amount.

Why is it essential to use Journal Entries to track interest accruals on a promissory note, and how frequently should this be done?

Journal Entries are crucial for meeting the requirements of accrual accounting.

• Necessity: Accrual accounting requires that interest expense (or revenue) be recorded in the period it is incurred (or earned), regardless of when the cash is actually paid or received. Journal entries allow this non-cash recognition.
• Frequency: To ensure accurate financial statements for reporting, accruals should be recorded at the end of every accounting period (usually monthly or quarterly).

What is the best practice for recording an early or partial payment received from a customer on a Notes Receivable (Asset) in QuickBooks?

For a partial payment received against a customer’s promissory note (or invoice), you use the Receive Payment function.

• In the Receive Payment window, enter the partial amount in the payment field.
• QuickBooks will automatically apply the payment against the open note or invoice, leaving a remaining balance due.
• Key Best Practice: Ensure the payment is correctly allocated between:
  • Principal reduction (against the Note Receivable asset).
  • Interest Income (against the appropriate income account).
• Do not mark the invoice or note as “paid” until the full amount has been received.

What is the legal risk associated with misclassifying the principal and interest portions of a loan payment in accounting software?

The primary risks stem from inaccurate financial reporting, which can lead to regulatory and contractual violations.

• Tax Non-Compliance: Misclassifying a principal payment as an interest expense can lead to overstating deductible expenses on tax returns, resulting in potential IRS penalties, fines, and interest charges upon audit.
• Misleading Statements: Incorrect recording distorts the company’s:
  • Liabilities (Principal is misstated).
  • Net Income (Interest Expense is misstated).
• Breach of Covenant: Inaccurate liability balances can violate loan covenants or agreements with lenders, potentially leading to the loan being called due early.

Disclaimer: The information outlined above for “How to Record A Promissory Note in QuickBooks Online and Desktop?” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.