Balancivo · Money in and out
Record a payment on an invoice or bill
Link the bank deposit or payment to an invoice or bill so Balancivo marks it paid and counts it in your books.
Who can do this: Owners and bookkeepers.
Read the transcript
When a customer pays an invoice, you link their deposit to it. Go to Invoices and bills. The list starts on your unpaid invoices. Click the number of the one that was paid. Click Record payment. Balancivo lists deposits near the invoice date, closest matches first. The one tagged Matches balance is usually the right one. Choose the deposit, and the amount fills in for you. For a partial payment, type the smaller amount. Click Record payment. The invoice is now marked Paid, and the deposit counts as income on the day it arrived. Bills work the same way. Open the bill, click Record payment, and pick the payment that left your bank.
When a customer pays an invoice, or you pay a vendor's bill, record the payment by linking it to the bank transaction. That transaction is what counts as income or expense, on the date the money moved.
Before you start
- Import the bank statement (or let your connected bank bring in the transactions) that has the deposit or payment. Balancivo matches payments to transactions that are already in your books.
Steps
- Go to Invoices and bills. Choose Invoices or Bills at the top.
- Open the invoice or bill. Click its number in the list. The Status filter starts on Unpaid.
- Click Record payment. The button shows while there's a balance due.
- Pick the bank transaction. Balancivo lists deposits (for an invoice) or payments (for a bill) from 60 days before to 60 days after the invoice or bill date, closest matches first. A Matches balance tag marks one for exactly the balance due.
- Check the Amount. It fills in for you. For a partial payment, type the smaller amount.
- Click Record payment. If the full balance is paid, the status changes to Paid. Otherwise it shows Partly paid and the amount still due.
Good to know
- If the bank transaction isn't filed under a category yet, Balancivo files it under the first line's category on the invoice or bill.
- One deposit can be split across several invoices. The list shows how much of a transaction isn't applied yet.
- If no transaction shows up, you'll see "No deposits found near this date that aren't already applied." Import the statement that has it, then come back.
- To undo a payment, open the invoice or bill and click Remove next to it under Payments. The bank transaction stays in your books; it's just no longer applied.
- Transfers between your own accounts aren't offered as payments.