Overview
The Collect Payment feature allows you to record customer payments and link them to specific invoices. This two-step process ensures accurate payment tracking and helps maintain up-to-date invoice statuses in the billing system.
Accessing the Collect Payment Feature
The Collect Payment feature can be accessed from the Billing section of the application. Navigate to the customer's billing screen where you can view their invoices and payment history.
To collect a payment:
Navigate to Billing → To collect
Select the customer billing you want to collect payment from
Click the "Collect payment" button
Step 1: Recording Payment Details
The first step in collecting a payment is recording the payment details in the Collect Payment modal.
Payment Information Modal
The modal displays:
Method of payment selection buttons
Payment details form fields
Billing name and code
Save and Save & manage action buttons
Save button creates payment and leaves user in customer billing screen
Save & manage redirects to invoice linking page
Required Information
You must provide the following information:
Method of payment (required)
Select one of the available payment methods
See Payment methods section for details
Amount received (required)
Enter the exact amount received from the customer
Format: Dollar amount with cents (e.g., $1,234.56)
Default: $0.00
Date of payment (required)
Select the date the payment was received
Use the date picker to choose the appropriate date
Deposited to (required)
Select the account or location where the payment was deposited
This dropdown contains configured bank accounts
Reference number (optional)
Enter any reference number associated with the payment
Examples: check number, wire transfer confirmation, transaction ID
Step 2: Linking Invoices to Payment
After saving the initial payment details, you can link specific invoices to the payment using the Payments screen.
Payment Screen Interface
Shows created payment information
Allows to add attachments to the payment
Select invoices button
Invoice Selection Interface
The invoice linking screen provides:
Search and Filter
Search bar: "Search invoices by number, PO, BOL"
Search by invoice number (e.g., Invoice #1749)
Search by purchase order (PO) number
Search by bill of lading (BOL) number
Invoice Table
The table displays available invoices with the following columns:
Invoice ID: The invoice number and associated PO/BOL information
Format: "Invoice #[number]"
Subtext: "PO #[number] + BOL #[number]"
Date when invoice was billed
To collect: The outstanding amount still owed on the invoice
Shows the balance remaining to be collected
Collected: Amount that will covered with this payment
Selection Process
Review available invoices: Browse the list of unpaid or partially paid invoices
Select invoices: Click the checkbox next to each invoice you want to link to this payment
Update Collected amount if needed
Monitor totals: Watch the sidebar to track your selections
Payment Summary Sidebar
Located on the right side of the screen, the sidebar displays:
Selected invoices total
Format: "$[amount]"
Shows "No selected invoices" when nothing is selected
Updates in real-time as you select/deselect invoices
Payment amount
Format: "$[amount] Payment"
This is the total payment amount entered in Step 1
Remains constant regardless of invoice selections
Completing the Linking Process
Once you've selected the appropriate invoices:
Review the selected invoice total vs. payment amount
Click the "Done" button in the top-right corner
Click “Close payment“
The system will allocate the payment to the selected invoices
Payment Methods
1. Wire Transfer
Electronic bank-to-bank transfer
Best for: Large payments, international payments
Recommended reference: Wire confirmation number
2. ACH Transfer
Automated Clearing House electronic transfer
Best for: Recurring payments, domestic transfers
Recommended reference: ACH trace number or transaction ID
3. Check
Physical or electronic check payment
Best for: Traditional payment processing
Recommended reference: Check number (required for tracking)
4. Cash
Physical cash payment
Best for: In-person transactions, small amounts
Recommended reference: Receipt number or internal tracking ID
5. Credit Card
Credit or debit card payment
Best for: Immediate payment processing
Recommended reference: Last 4 digits of card, authorization code
Save Options
The Collect Payment modal provides two save options:
Save Button
Action: Saves the payment details and closes the modal
Use when: You want to quickly record the payment and link invoices later
Next step: Payment is saved; you can access it later to link invoices
Save & Manage Button
Action: Saves the payment details and immediately opens the invoice linking screen
Use when: You're ready to allocate the payment to specific invoices right away
Next step: Automatically proceeds to the Payments screen (Step 2)
Common Scenarios
Scenario 1: Single Invoice Payment
Situation: Customer pays one invoice in full Steps:
Open Collect Payment modal
Select payment method (e.g., Check)
Enter the exact invoice amount (e.g., $1,301.77)
Enter payment date and deposit account
Enter check number in reference field
Click "Save & manage"
On Payments screen, select the matching invoice
Verify totals match
Click "Done"
Scenario 2: Multiple Invoice Payment
Situation: Customer pays multiple invoices with one payment Steps:
Open Collect Payment modal
Select payment method (e.g., Wire transfer)
Enter total payment amount (e.g., $10,000.00)
Enter payment date, deposit account, and wire confirmation
Click "Save & manage"
On Payments screen, select all invoices being paid
Verify selected total matches or is less than payment amount
Click "Done"
Scenario 3: Partial Payment
Situation: Customer pays less than the total invoice amount Steps:
Open Collect Payment modal
Select payment method
Enter the partial amount received (e.g., $500.00 on a $1,000 invoice)
Enter payment date, deposit account, and reference
Click "Save & manage"
Select the invoice being partially paid
System will allocate the $500 to the invoice, leaving remaining balance
Click "Done"
Scenario 4: Overpayment or Credit
Situation: Customer pays more than their outstanding invoice total Steps:
Open Collect Payment modal
Enter the full payment amount received
Complete all required fields
Click "Save & manage"
Select the invoices to be paid in full
Note: Selected total will be less than payment amount
Click "Done"
Remaining balance becomes a credit for future invoices
Scenario 5: Payment Without Immediate Allocation
Situation: Payment received but need to verify which invoices to apply it to Steps:
Open Collect Payment modal
Enter all payment details
Click "Save" (not "Save & manage")
Payment is recorded but not yet allocated
Return later to link invoices when ready
Troubleshooting
Issue: Cannot find invoice in the list
Solutions:
Verify that order was billed
Check if the invoice has already been fully paid
Try searching by PO or BOL number instead of invoice number
Ensure you're looking at the correct customer account
Contact support if invoice should be visible but isn't appearing
Issue: Payment amount doesn't match invoice totals
Solutions:
For overpayment: Proceed with available invoices; remaining becomes credit
For underpayment: Select fewer invoices or create multiple payment records
Verify you entered the correct payment amount
Consider if customer intended partial payment
Issue: Selected invoice totals exceed payment amount
Solutions:
Deselect some invoices to bring total within payment amount
Verify the payment amount is correct
Consider if you need to record a larger payment amount
Check if multiple payments were received that need separate entries
Issue: Cannot complete linking process
Solutions:
Click the "Done" button to finalize the linking
If Done button is disabled, verify you have selected at least one invoice
Ensure your payment amount can cover at least one invoice's minimum payment
Refresh the page and try again if system appears unresponsive