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How to apply payments to invoices

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Invoicing is an important part of running a business, whether this occurs in advance of an appointment to ensure revenue protection or for your client to pay later on when they are out of the salon. With Timely, you can create invoices for appointments, classes, products and packages. Once an invoice is raised in Timely, then a full or partial payment can be applied. In this article, you will learn how to apply split, partial, and full payments to invoices, as well as how to change the payment type, and view the payment history of an invoice.

 

 

How to 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. Under the apply payment now heading, you will be shown the total amount of the invoice and the current amount outstanding. 

Below this, you will have the option to choose a payment type. By default, you will have three options available to you (on account - unpaid, credit card, and cash), however, if you have other methods of payment available - you can add your own default payment types. Our How to create custom payment types help guide steps you through that process.

 

1 If you're ready to apply a payment, choose payment type from those on offer.

 

2 Update the enter amount field to match the payment you would like to apply. You can apply multiple payments to an invoice using either the same or different payment types.

 

3 Adjust the confirm payment date field, if the payment occurred on a different day/date.

 

4 Choose the staff member from the processed by field - this staff member/administrator will be assigned the payment in the transaction summary.

 

5 Enter reference information about the payment (this is optional).

 

6 When you are ready, click save to complete the payment. If a partial payment was made then further payments can be made by clicking the add another payment button.

 

Timely 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.

 

 

How to apply a split or partial payment to an invoice

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. To do this:
 

1 Start by changing the amount for the first payment type in the amount field, then choose the first payment type.

 

2 Next click the second payment type you need, this will automatically add the full remaining amount.

 

3 Then you can choose tap to complete and continue as normal.

 

 

How to apply payment to an existing invoice

1 First, locate the invoice from the customer's record, appointment, or from the sales tab. Then scroll down to the bottom of the invoice.

 

2 Next, click the apply manual payment button at the bottom of the invoice.

 

3 In the pop up window choose payment type from the options, enter the amount (if you are applying a partial payment), confirm the payment date and update the payment processed by field (if required).

 

4 When you are ready, click save to apply the payment.

 

 

How to change the payment type on an invoice

If you accidentally put through an invoice with an incorrect payment type on it you will need to void the payment, then add a manual payment to the invoice for the correct payment type, using the instructions above.

 

 

How to view the payment history of an invoice

Payment histories for invoices can be tracked in a few different ways:

  • The payment history and 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.

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