Match payments to invoices
Tell us which deposit paid which invoice, so invoices are marked paid and what you are owed stays right.
Why match a payment
Your income comes from the deposits in your bank. Matching a deposit to an invoice marks the invoice paid on the deposit’s date and takes it out of Outstanding. It does not add income a second time.
We suggest matches, but nothing is applied until you say so (unless you set a matching rule).
From the invoice
When a deposit looks like the payment, the invoice on the Invoices tab says so, for example "Looks like $500.00 on Nov 3 paid this".
- Apply & mark paid: the deposit covers the invoice and it is marked paid.
- Apply (an amount): the deposit covers part of it, and the invoice shows Partly paid.
- Not this one: choose a different deposit.
- If more than one deposit could be it, the invoice says how many. Open the list, pick one, check the amount and apply it.
Each payment shows on the invoice with the deposit it came from. Choose Remove to take one off.
From the deposit: the Match payments tab
The Match payments tab starts from your deposits instead. Use it when one deposit paid several invoices.
- Pick a deposit under Likely customer payments, or choose Show all deposits to find another.
- Tick the invoices it paid. Use suggestion ticks the ones we think it paid.
- Check the amount applied to each. You can change them.
- Choose Apply payment.
Deposits still waiting in Review, transfers between your own accounts and suspected duplicates are not offered.
Matching rules
If a customer’s payments always show the same words on your bank statement, add a matching rule at the bottom of Match payments: choose Add a rule, enter the words (such as ACME CORP), pick the customer and choose Save rule.
A rule matches a deposit by itself only when it has those words and equals exactly what one of that customer’s invoices owes, or everything they owe. Anything else still waits for you. You can turn a rule off or remove it; payments it already applied stay.
Card payments
Invoices paid by card through Stripe are matched when Stripe’s payout reaches your bank.