How do I apply a payment to an invoice?

What happens when you have a payment come into your business account from outside of Autobooks, but it should be applied against an invoice? Since Autobooks is integrated directly into your business banking account, you can match a deposit against one or more invoices so that they show as paid, and the proper accounting entries are made. 

You can do this by following the below steps:

  • Log into your Autobooks account through your online business banking
  • Once you're logged in, go to Cash In > Invoices
  • This will take you to the 'All Invoices' page, and from here you will want to click the invoice number of the invoice in question
  • Doing this will take you to the 'Invoice Detail' page for that invoice, and from there you will want to click the [More Options] button, and then 'Mark as Paid'
  • This will bring up a pop-up asking if this payment has already been deposited into your bank account; if it has, you can click the 'Yes' option, and then click the blue [Find Payment] button
  • This will take you to the Transaction Categorization page, where you can match Deposits made into your bank account to invoices you've created
  • On this page you will see a light blue [Match] button next to any line item (deposit) that can be applied to invoices
  • Clicking on this will bring up a pop-up that will show any invoices that you can apply this against, and once you select an invoice (or invoices) and click the blue [Match] button at the bottom of the page, you'll be all set!

Now if this payment hasn't been deposited into your account, or you've already coded the associated deposit, you can click the 'No' option after selecting 'Mark as Paid' from the 'Invoice Detail' page

  • Doing this will bring up some additional fields on this pop-up that allow you to create a non-cash credit to apply directly against that invoice
  • What that means is that no cash will actually be impacted, but the appropriate accounting categories will be impacted, just like the above option
  • From here, you can choose to credit the entire amount of the invoice, or enter in a different amount
  • You will then need to select the date that this was paid, and then a quick memo (for your own record-keeping and reference)
  • Finally, you can click the blue [Submit] button and this credit will be created and applied against the invoice in question, again marking it as paid.
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