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Recording a Client Payment

Log what has come in and apply it to the right invoices

When a client pays, record it so your balances and your accounts receivable report stay accurate.

Adding a payment

  1. Go to Invoices and open the Payments tab.
  2. Click Add Payment.
  3. Check the Payment Date.
  4. Choose the Client. Their open balance, unbilled balance, and last payment date appear on the right.
  5. Pick a Payment Method and enter the Payment Amount.
  6. Apply the payment to the open invoices, then Save.

Payments Tab

The Payments tab under Invoices lists every payment received, with Add Payment in the top right.

Add Client Payment Billing

The Add Client Payment form, with the client's balances on the right and the invoice allocation table below.

Payment methods

Credit Card, Check, Wire, Cash, and e-Check. The method is recorded for your own reporting and reconciliation.

Applying the payment

The table at the bottom lists the client's open invoices with an Amount To Pay column. Either type the amount against each invoice, or click Auto apply Payment to spread it across them automatically. Remaining unallocated amount shows what is still unassigned — get this to $0.00 before saving.

Understanding the two balances

Balance
What it counts
Open Balance
Finalized invoices that have not been paid
Unbilled Balance
Time and expenses logged but not yet on a finalized invoice
Note: A pre-bill counts towards the unbilled balance, not the open balance — because until an invoice is finalized, the client has not actually been asked to pay anything. If a client's open balance looks lower than you expect, check whether the invoice is still sitting as a pre-bill.

Payments on account

You can record a payment without applying it to a specific invoice — useful for retainers or advance payments. It sits against the client and can be applied to invoices later.