How to record a payment and allocate it on Mac

On a Mac, open the invoice and click its Payments tab. Paid In Full records a payment for the exact amount still owed. For other payments, record the payment under Customer Payments, then click Record Payment on the invoice and pick it.

Either way, the invoice ends up linked to the money that paid it, and its outstanding amount goes down. On iPhone or iPad? See how to record a payment and allocate it on iPhone or iPad.

Which way to use

Both invoice buttons appear on the Payments tab of an invoice that is finalized, not void and not fully paid. If yours is still a draft, finalize it before you start; how to create and finalize an invoice on Mac shows how.

The customer paid the whole invoice

1. Open the invoice. Under Finance, then Customer Documents, double-click the invoice. It opens in its own window.
2. Go to Payments. Click the Payments tab.
3. Click Paid In Full. The sheet shows the Amount to Pay, which is what the invoice still owes.
4. Say how they paid. Under Payment Method, choose the Payment Type. Add the Payment Details it asks for, such as a bank reference for a transfer, and a note if it helps.
5. Confirm. Click Confirm Payment. A payment for the exact outstanding amount is created and allocated to the invoice in one go.

Record a payment, then allocate it

Use this when the amount is different, or when you record payments as they arrive and match them later.

1. Start a new payment. Under Finance, open Customer Payments and click + in the toolbar (its tooltip says Record a new customer payment). A New Payment window opens.
2. Fill it in. Under Payment Information, choose the Customer and the Payment Type, then set the Payment Date and the Payment Amount. Check the Currency.
3. Save. Click the checkmark in the toolbar (Create payment). The window stays open as the new payment's own window.
4. Open the invoice's Record Payment. In the invoice window, click the Payments tab, then Record Payment.
5. Pick the payment. Under Select Payment, choose the payment you just recorded. The Allocation Amount starts at whichever is lower, the payment or the invoice's open balance, and Max puts that figure back after an edit. Set the Allocation Date.
6. Allocate. Click the checkmark button (Allocate payment). The invoice's Payments tab now lists the payment, and its open balance drops by that amount.

A partial payment leaves the rest of the invoice outstanding. When the balance arrives, record it as a new payment and repeat these steps for that invoice.

Or let the payment find its invoice

Open the payment instead and click its Allocations tab. Auto-Match runs when the tab opens and suggests an invoice from the payment's reference or its amount. Look over the suggested line, change its amount if you need to, then click the checkmark (Save allocation changes). The sidebar keeps a running Allocated and Unallocated total. How to allocate customer payments to invoices explains how the suggestions are made.

Fixing a mistake

Allocated a payment to the wrong invoice? Undo it from that invoice's Payments tab, with a short reason. Both balances go back to what they were, so the payment is free to allocate again. If a customer asks for proof that you received their money, what payment receipts and remittance advice are for covers what to send.

Frequently asked questions

What is the quickest way to mark an invoice as paid on a Mac?

Open the invoice, click the Payments tab and use Paid In Full. Choose the payment type and confirm; the payment is created and allocated in one step.

Why is a payment missing from Select Payment?

It offers payments from this invoice's customer that are still entirely unallocated. A payment recorded for another customer, or one already allocated in part, is left out.

Can I record a payment before the invoice is finalized?

Yes, under Customer Payments. You allocate it once the invoice is finalized, because Record Payment and Paid In Full appear on finalized invoices.