Invoices and operations
Record a payment and apply it to invoices or deposits
Record each real receipt once, then allocate it to the correct invoices or leave the intended amount unapplied as a deposit balance. JobBuddy recalculates related balances from posted ledger activity.
Before you begin
- Confirm that the money was actually received and has not already been recorded.
- Have the payment date, method, reference, amount, customer, and project ready.
- Review the open invoice balances and decide whether any amount should remain unapplied as a deposit.
Sales → Payments → Record Payment
Record a customer payment
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Start the payment
Open Sales, select Payments, then select Record Payment. You can also begin from an eligible invoice or project payment workspace.
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Enter the receipt details
Choose the project and enter the received date, amount, method, and reference. Supported methods include Cash, Check, EFT, Card, and Other.
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Allocate the amount
Apply all or part of the receipt to one or more open invoices without exceeding the payment or invoice balance.
Leave only the intended remainder unapplied when it should remain available as a deposit balance.
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Review and post
Confirm the payer, project, amount, allocations, unapplied remainder, method, and reference. Save the payment once.
Expected result: The posted payment appears in the Payment Ledger and related balances are recalculated.
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Confirm the resulting balances
Open the affected invoice, payment request, or deposit balance and verify the new amount due.
Choose how to apply the money
Invoice allocation
All or part of a receipt applied to an open invoice.
Apply up to the balance. The invoice may become partial or paid.
Multiple invoices
One receipt divided among several open invoices.
Check every allocation. The sum cannot exceed the receipt.
Unapplied deposit
Received money intentionally left for later use.
Leave the remainder unapplied. It remains a deposit balance rather than reducing an unrelated invoice.
Deposit application
Existing deposit value applied later to an invoice.
Apply the existing balance. Do not record the same cash receipt again.
Record each receipt once
Creating a second payment to fix an allocation can duplicate revenue. Correct the existing payment through the supported void or correction workflow.
Troubleshooting
The allocation exceeds the allowed amount.
Reduce the invoice allocations so they do not exceed either the posted receipt or each invoice balance.
The invoice is still partial.
Compare the invoice balance with the posted allocations. An unapplied amount does not reduce an invoice until it is allocated.
The payment may be a duplicate.
Search the Payment Ledger by project, amount, date, method, and reference before saving another receipt.
The wrong invoice was paid.
Do not add an offsetting duplicate. Review whether the payment can be corrected or must be voided, especially if it is linked to QuickBooks.
What happens next
- Invoice and payment-request balances are recalculated from the posted allocations.
- Unapplied money remains available as a deposit balance.
- The payment, allocations, receipt details, and later corrections remain in history.