Payments

Record and manage payments received against invoices.

Accessing Payments

1. Navigate to a project's Financials > Client Invoicing
2. Click the Payments tab
3. View all payments for the project

Or go to Billing > Client Invoices and click the Payments tab for company-wide payment records.

Payment List Columns

Column	Description
Invoice	Associated invoice number and title
Project	Project the payment applies to
Date	Date payment was received
Amount	Payment amount
Method	How payment was received
Status	Payment status
Recorded By	Team member who recorded the payment
QuickBooks Status	Sync status (if QuickBooks connected)

Recording a New Payment

1. Click New and select New Payment
2. Complete the payment form
3. Click Add Payment

Payment Form Fields

Client Selection

Search for and select a client by name. This filters the available projects.

Note: If you opened payments from within a project, the client is pre-filled.

Project Selection

Select the project for this payment. The dropdown shows projects filtered by the selected client.

Note: If you opened payments from within a project, the project is pre-filled.

Invoice Selection

Select the invoice this payment applies to. The dropdown shows:

• Invoice number
• Invoice title
• Current workflow status

When you select an invoice, the Payment Amount field automatically fills with the invoice's remaining balance.

Date Paid

Select the date the payment was received.

Recorded By

Select the team member recording this payment. Defaults to the current user.

Payment Amount

Enter the payment amount. Defaults to the invoice's remaining balance, but can be adjusted for partial payments.

Payment Method

Select how the payment was received:

Method	Description
Check	Payment by check
Cash	Cash payment
Online	Online payment via Checkbook.io (ACH/digital check through Client Portal)
QuickBooks	Payment recorded in QuickBooks
CreditMemo	Applied from a credit memo

Status

Set the payment status:

Status	Description
Unreleased	Payment recorded but not finalized
Pending	Payment awaiting processing
Paid	Payment completed and applied
Canceled	Payment cancelled

Send to Accounting

Check this option to sync the payment to QuickBooks. This checkbox is disabled if the payment has already been synced.

Editing a Payment

1. Click on the payment row to open the edit form
2. Make your changes
3. Click Update Payment

Deleting a Payment

1. Open the payment for editing
2. Click Delete
3. Confirm the deletion

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Deleting a payment removes it from the system and updates the invoice balance. This action cannot be undone.

Partial Payments

To record a partial payment:

1. Create a new payment as normal
2. In the Payment Amount field, enter the partial amount instead of the full balance
3. Save the payment

The invoice balance will update to reflect the partial payment. The invoice status remains Pending until fully paid.

Multiple Payments

An invoice can have multiple payments recorded against it. Each payment reduces the invoice balance. When the balance reaches zero, you can update the invoice status to Paid.

Payment Impact on Invoices

When you record a payment:

• The invoice's Amount Paid increases
• The invoice's Balance decreases
• If balance reaches zero, Paid status becomes available on the invoice

Credit Memo Payments

Payments can also be created by applying a credit memo to an invoice. See Credit Memos for details on applying credits.

When a credit memo is applied:

• A payment record is created with method CreditMemo
• The credit memo shows as "Applied"
• The invoice balance is reduced

QuickBooks Integration

If QuickBooks is connected:

• Check Send to Accounting to sync payments
• The QuickBooks Status column shows sync state:
  • Synced - Payment recorded in QuickBooks
  • Not Synced - Payment not yet synced
• Once synced, the Send to Accounting checkbox is disabled

Filtering Payments

Use the Filters button to narrow the payment list by:

• Date range
• Payment method
• Status
• Amount range

Exporting Payments

Click Export to download payment records as a CSV file for reporting or accounting reconciliation.

Best Practices

• Record payments promptly - Keep invoice balances accurate and up-to-date
• Use correct payment method - Helps with reconciliation and reporting
• Add notes to invoices - Document payment details on the related invoice if needed
• Enable Send to Accounting - Keep QuickBooks in sync automatically
• Verify before deleting - Deleted payments cannot be recovered