How to apply payments to invoices
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Once an invoice is raised in Timely, then a full or partial payments can be applied. You can apply payments depending on the payment type as well as add multiple payments to a single invoice.
In the guide, we'll show you how to:
- Apply a payment to an invoice.
- Apply a split or partial payment.
- Apply a payment to an existing invoice.
- View the payment history on an invoice.
Watch the video below, or read on to find out how!
Apply a payment to an invoice When an invoice is first raised from the calendar, you'll automatically be prompted to apply a payment to the invoice:
- On Account: which leaves the invoice as Unpaid.
- Credit card.
- If you're ready to apply a payment, Choose payment type from those on offer.
- Update the Enter amount field to match the payment you would like to apply.
Note: You can apply multiple payments to an invoice using either the same or different payment types.
Adjust the Confirm payment date field, if the payment occurred on a different day/date:
- Choose the staff member from the Processed by field - this staff member/administrator will be assigned the payment in the Transaction summary:
- Enter Reference information about the payment (this is optional).
- Click the Save button to complete the payment.
Under the Apply a payment now heading, you will be shown the total amount of the invoice and the current amount outstanding:
Below this, you will have an option to Choose payment type. By default, you will have three options:
If you have other methods of payment available, you can add your own default payment types. Our How to create your own payment types guide steps you through that process.
If a partial payment was made then further payments can be made by clicking the Add another payment button:
Note: This payment screen can be accessed any time for an unpaid or incomplete invoice by clicking the Apply manual payment button when viewing the invoice.
Apply a split or partial payment If the customer would like to pay using two different payment types e.g. cash and card, then you can apply a split or partial payment to the invoice.
- Select the first payment type from the Choose payment type options.
- Add the amount for that payment type in the Enter amount field:
- Then you can Confirm payment date (the default will be today's date).
- Choose Payment processed by (you can then filter on this in the Transaction Summary report).
- Enter any relevant Reference information.
- Click the Save button to add the first payment.
- As you've still got a balance owing, it will prompt you to add another payment:
Apply a payment to an existing invoice If you want to apply a payment to an invoice that was raised at an earlier time/date, then you can do this from the invoice directly.
- Locate the invoice from the customer's record, appointment, or from the Sales tab (How to view or edit an invoice).
- Scroll down to the bottom of the invoice.
- Click the Apply manual payment button at the bottom of the invoice:
In the pop up window Choose payment type from the options, Enter amount (if applying a partial payment), Confirm payment date and update the Payment processed by field (if required):
Click Save to apply the payment.
View the payment history of an invoice
Payment histories for invoices can be tracked in a few different ways:
- The payment history plus reference information is shown on the invoice when viewing.
- Running the Unpaid invoices report will display all the invoices still awaiting payments.
- Select the Sales tab for a specific customer.
In the example below, you can see the complete payment history for a fully paid invoice: