Applies to: Billing
When a client pays, record the payment so their balance and your accounts receivable stay right. You'll also apply it to the invoices it covers.
The Payments tab under Invoices lists every payment received. Click the picture to see it full size.
Adding a Payment
- Click Invoices and open the Payments tab.
- Click Add Payment.
- Check the Payment Date.
- Choose the Client. Their open balance, unbilled balance, and last payment date appear on the right.
- Choose the Payment Method: Credit Card, Check, Wire, Cash, or e-Check.
- Enter the Payment Amount.
- Apply the payment to invoices (below), then click Save.
The Add Client Payment form, with the client's balances on the right and their open invoices below.
Applying the Payment to Invoices
The table at the bottom lists the client's open invoices with an Amount To Pay column.
- Type an amount next to each invoice, or click Auto apply Payment to spread it for you.
- Remaining unallocated amount shows what's left to assign. Get it to $0.00 when the payment covers invoices.
- Recording a retainer or advance? Save without applying it to any invoice. It stays on the client's account and you can apply it later.
Open Balance vs. Unbilled Balance
- Open Balance: finalized invoices the client hasn't paid.
- Unbilled Balance: time and expenses not on a finalized invoice yet.
Common Problems
- The invoice you want to pay isn’t in the list. It may still be a pre-bill. Only finalized invoices count toward the open balance. Finalize it first. See Finalizing and Sending an Invoice.
- The client’s open balance looks too low. A pre-bill counts toward the unbilled balance, not the open balance. Check whether their invoice is still a draft.