Record payments on sales invoices
A payment can arrive against a specific invoice, or against the sales order as a whole: from a sales channel, the register, a PayPal pay link or a payment you record on the order. Both end up applied to invoices, so every invoice shows what's paid and what's still due.
Before you begin
| Requirement | Detail |
|---|---|
| An issued invoice | Payments apply to issued invoices. A draft has nothing to pay yet. |
| Order invoices | On an order invoice, record payments on the sales order instead: its payments are the order's. See Record payments and apply store credit. |
Record a payment against an invoice
- Open the invoice and click Record payment in the header. (On the list, right-click the row and choose Record payment.)
- The dialog reads, for example, "Against invoice SO-10482.4 · balance due $1,409.50". Enter the Amount. It starts at the balance due.
- Set the Payment date, the Payment method and, optionally, a Reference such as the cheque number.
- Click Record payment.
What you'll see: the payment appears on the invoice's Payments tab and in the Payments card on Details. Paid and Balance due in the footer update, and the Payment chip moves to Partially paid or Paid. A payment above the balance becomes credit for the customer.
Apply a payment taken on the order
A payment recorded on the sales order is applied to the order's issued invoices automatically, oldest due date first. What's left stays on account and is applied to the next invoice you issue. The order's Invoices tab shows the On account amount, and the new-invoice page tells you how much will be applied.
If an order payment is waiting and the invoice still shows a balance, open the invoice's Payments tab and click Apply order payment. The button is disabled when nothing is waiting on the order.
Send a pay link
To have the customer pay online, open the invoice and choose More → Send pay link, then PayPal pay link or Stripe payment link. Each needs that account connected. See Collect payment with a PayPal pay link. A payment made through the link is recorded against the invoice when it arrives.