Invoices for client accounts with unallocated payments are noted with a red * and are highlighted in yellow. The unallocated payments could be used to pay or partially-pay an invoice.
- Unallocated payments are made on a client's account that are not applied to an invoice.
- This means that the invoice could be showing as outstanding when it is not as there are unallocated amounts that can be used to pay it.
Tip: To ensure clients receive accurate reminders, allocate all money to invoices before sending reminders.
More About Outstanding Invoices
Outstanding Invoices (Accounts Receivable) are easily viewed via the Unpaid Invoices Report where you can view and filter all invoices with a balance due. Use the Unpaid Invoices report to:
- List all outstanding invoices.
- Take Payment from clients with a payment card on file.
- Enter "Payment in Full" Receipts, one at a time or in bulk which are emailed to the client.
- List debts for a particular service type (such as dog walking or daycare).
- Re-send Invoice payment reminder emails.
Tip: To quickly find clients with Unallocated Payments, sort this report by clicking "Client" in the Header Row. This sorts the list by Client Name, bringing clients that start with a * to the top of the list.
How Do I Allocate a Payment from the Outstanding Invoices Report?
Navigation: Invoicing > Unpaid Invoices
- Select a date. All debts where the due date of the invoice is on or before the date selected.
- Sort the report by client name by selecting "Client" in the header.
- Select the Client name to access the Client account.
- From the Client Account, choose "Payments & Refunds."
- Select "Unallocated Payments" and click the payment you want to allocate.
- In the submenu on the sidebar, select "Allocations."
- Select how you want to allocate the payments, then click "Allocate These Amounts."
For further instructions, see Allocating Payments to an Invoice.
The Unpaid Invoices Report Explained:
- #: Invoice number. Click on the invoice number to access the invoice screen. To return to this report, click "Back" button.
- Client: Client's Last Name, First Name. Click client name to access Client Record. To return to this report, click "Back" button.
- Ref: Schedule Ref for this client.
- Start: Service start date for the Invoice.
- Last Sent: Date invoice was last sent to client. Use it to determine when to send it again.
- Due: Invoice due date, based on the Invoice Type for this Invoice.
- Ageing: Number of days until the due date. If the number is positive (10), the invoice is 10 days overdue. If the number is negative (-10), the invoice will be due in 10 days.
- Total: Total amount of the invoice before any payments were made.
- Tips: Amount of Tip added to the invoice using Stripe via the Portal.
- Invoice Type: Invoice Type associated with the invoice which determines the Due Date. Refer to Invoice Types for more information.
- Credit Card Image: If an "S" in a green box appears in this column, the client has a payment method on file. For these clients, you can take payment via this report.
- Overdue: Amount of the invoice that is still due, after any payments have been deducted.
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