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Record a vendor payment and show exactly how much was used against the bill

Payments Made records an outgoing payment to a vendor and can allocate part or all of it to an open bill. The form keeps the payment number, method label, date, reference, notes and currency evidence together; it records the event but does not initiate a bank transfer.

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  • Exact bill allocation and unused amount
  • Reference and notes on every payment
  • Retrying never creates a duplicate
The Payments Made screen in Invoice Crowd listing vendor payments with vendor, bill, method, date, amount and unused amount, and how one payment was applied to a bill

How it works

One record for the payment, its bill allocation and its evidence

Select a vendor and optional bill, enter the positive amount and date, and let the server derive the amount used against the bill. An overpayment stays visible as unused value instead of disappearing.

Record the payment

Vendor, bill, account, method label and evidence.

The Record Payment panel in Invoice Crowd with a vendor, one of that vendor's open bills, the amount, method, date and reference, and the bill moving to Partial

Capture the payment details in one side panel

Choose the accounting category, vendor and optional bill, then enter payment number, method, amount, currency, date, notes and reference. The reference number and notes keep the evidence with the record.

The Payment Method list on an Invoice Crowd vendor payment, a label for how the money was sent, with nothing charged or transferred by the app

Use a vendor payment without calling a gateway

The selected payment method is a label describing how the transfer happened. Saving the record does not charge a card, initiate a bank transfer or call an external payment provider.

Allocate to a bill

The used amount belongs to the live bill balance.

Invoice Crowd payments made list with a payment larger than its bill: the bill uses what it owes and the rest shows as unused

Apply only the amount the bill can use

The server derives used amount as the smaller of the live bill due and the payment amount. The bill becomes partial or paid, while any excess remains the payment's unused amount.

Editing a vendor payment in Invoice Crowd: the earlier allocation is reversed before the new amount is applied to the bill

Edit through an exact reversal and reapply

Current create, edit and delete paths run transactionally. An edit reverses the old known allocation before applying the replacement so the bill does not accumulate repeated reductions.

Retry and currency rules

Derived totals belong to the server, not the browser.

Invoice Crowd payments made list where a repeated save of the same vendor payment returns the payment already recorded instead of adding a second one

Replay a timed-out create safely

The app keeps one request ID across retries, and the database accepts that ID only once per owner and business. Repeating a save that already worked returns the saved payment instead of making another.

A vendor payment in another currency in Invoice Crowd, with the payment currency, exchange rate and the converted amount worked out on the server

Store the reviewed exchange context

A payment can carry its payment currency, accounting currency, accepted rate, converted amount and explicit adjustment. Derived converted totals are recomputed by the server instead of trusting a browser value.

Built in

What the Payments Made workflow keeps together

Settlement allocation, currency context, references, lifecycle rules and the boundary between recording a payment and moving real money.

  • Capture the payment details in one side panel

    Choose the accounting category, vendor and optional bill, then enter payment number, method, amount, currency, date, notes and reference. The reference number and notes keep the evidence with the record.

  • Use a vendor payment without calling a gateway

    The selected payment method is a label describing how the transfer happened. Saving the record does not charge a card, initiate a bank transfer or call an external payment provider.

  • Apply only the amount the bill can use

    The server derives used amount as the smaller of the live bill due and the payment amount. The bill becomes partial or paid, while any excess remains the payment's unused amount.

  • Edit through an exact reversal and reapply

    Current create, edit and delete paths run transactionally. An edit reverses the old known allocation before applying the replacement so the bill does not accumulate repeated reductions.

  • Replay a timed-out create safely

    The app keeps one request ID across retries, and the database accepts that ID only once per owner and business. Repeating a save that already worked returns the saved payment instead of making another.

  • Store the reviewed exchange context

    A payment can carry its payment currency, accounting currency, accepted rate, converted amount and explicit adjustment. Derived converted totals are recomputed by the server instead of trusting a browser value.

  • Used amount

    The portion allocated to the selected bill.

  • Unused amount

    Any payment value not consumed by that bill.

  • Reference No

    Keep the bank or cheque reference on the payment.

  • Soft removal

    Current removal retains audit evidence and reverses known allocation.

  • Bills

    Record and manage the bills being paid.

  • Vendor Credits

    Apply supplier credits separately from cash payments.

Questions

Payments Made, answered

Does Payments Made send money to a vendor?

No. Invoice Crowd records an outgoing vendor payment and how it was allocated. The Payment Method field is descriptive; saving does not call a gateway or initiate a bank transfer.

How much of a payment is applied to a bill?

Invoice Crowd derives the used amount as the smaller of the live bill due and the payment amount. The remainder stays visible as unused amount on the payment.

What happens when the payment is smaller than the bill?

The bill remains partially paid, its due amount is reduced by the used allocation and the linked partial-settlement record preserves the connection to the vendor payment.

Can I keep the payment reference with a vendor payment?

Yes. A vendor payment carries a payment number, reference number, notes, date and currency context, so the bank or cheque reference stays with the record. Receipt files attach to expenses rather than to vendor payments.

Can a retry create the same vendor payment twice?

No. Saving a payment keeps one request ID across retries, checked within the owner and selected business. Retrying a save that already worked returns the first payment instead of a second one.

Can I edit a bill-linked payment from the list?

A payment recorded with Record Payment on the bill shows Undo from the Bill in this list and is changed from the bill. A payment entered here and applied to a bill can be edited or deleted when your permissions allow, which reopens the bill balance. A payment matched in a closed bank reconciliation can't be changed until that statement is reopened.

Keep the transfer, bill allocation and reference in one record

Record what left the business, show what the bill used, and keep any unapplied value visible for the next decision.

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  • Your data stays yours
  • Cancel anytime
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