Features
Payments Received is the Invoice Crowd list of money your customers have paid you: invoice payments, advance payments taken before an invoice exists, and overpayments kept as credit. Record one receipt against several open invoices at once, see what is still unused, and decide what happens to online payments that could not be applied on their own.
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What is inside
Payments Received sits under Invoicing, between Payment Links and Credit Notes. It is the money-in side of the app: every receipt, what it paid, and what is still waiting to be used or refunded.
Payments, advances, overpayments
Each row is one receipt: an invoice payment tagged Payment, an ADV- advance or an OP- overpayment credit. You see the customer, the invoices it paid, the method, the date, the amount and what is still unused. Search, filter by customer, type, status or date range, and sort by date, amount or the Unused column.
Above the list, tiles show what was Received this month and the Unused Advances and Unused Overpayments you are holding. Click one to filter the list to those receipts; the filter shows as a chip you can remove. A Needs Review tile counts gateway payments to check and opens Payments Needing Review; it appears for users who can review payments, the owner included.
Applied oldest first
A customer sends one bank transfer for two invoices. Click + Record Payment, choose Record Invoice Payment and pick the customer: their open invoices in that currency are listed under Apply to Open Invoices and filled oldest due first. Change any line before you save, or press Fill Oldest First to start over. Every invoice is paid in the same save, and an invoice on instalments takes exactly its next instalment.
When the money is more than the open invoices, the drawer shows the extra as Kept as Credit before you save. It becomes an overpayment credit with its own OP- number, held for that customer instead of being booked as sales. When their next invoice is due, Use Credit in Manage Payments, on the Record Payment tab, applies their advances, overpayments and credit notes to it.
Advances and review
Money that arrives before you have invoiced, such as a deposit to book a project, goes in with Record Advance Payment. It gets an ADV- number and a receipt PDF from Download Receipt; the receipt's title follows your country, for example Receipt Voucher in India. The advance is held under Customer Advances, a liability, until you Apply to an Invoice, Refund it or Void it.
When a gateway collects money that cannot be applied to its invoice automatically, it waits on Payments Needing Review instead of being applied blindly. For each one, choose Apply to Invoice, keep it as customer credit, or Mark as Refunded once you have handled it at the provider. Refunds made in the Stripe, PayPal, Razorpay or Square dashboard land here too, with Record This Refund.
Built in
Payments Received works with Manage Payments, credit notes and the invoice editor, so a receipt recorded once shows up on the invoice, the customer's credit and the books.
Search Payments..., then filter by customer, type, status or date range. The filters stay in the page address, so a view can be bookmarked.
Advances and overpayments show Open, Partly Applied, Applied, Partly Refunded, Refunded or Void, so you see what became of the money.
Received counts this month's receipts on your business clock; the Unused tiles total the open credit you hold, with a count.
When a customer has credit, Manage Payments says so. Use Credit applies it oldest first, up to the invoice's balance.
An unused overpayment can become an advance from a date you choose, held under Customer Advances until the work is billed.
Apply to an Invoice lists the customer's open invoices in the advance's currency, oldest due first, and settles several at once.
The final invoice shows each advance it used under Less Advance Received, with the date the advance came in.
Refund pays an unused advance back from Cash, a payment account or the bank account it went into.
When a receipt is more than the open invoices, the drawer says how much will be kept as credit before anything is saved.
If a customer has no open invoices in that currency, one click moves you to the Advance Payment tab with the amount carried over.
A gateway payment that couldn't be applied raises the bell event Payment needs review.
Every row has Copy Link and Preview next to its edit icon, so the document behind a payment is one click away.
Questions
Yes. Invoice Crowd lists every payment your customers make on Payments Received, under Invoicing in the sidebar. Invoice payments, advance payments and overpayment credits sit in one list with the customer, the invoices paid, the method, the amount and what is still unused, and tiles show what was received this month and the unused credit you hold.
Yes. Use + Record Payment, then Record Invoice Payment, and pick the customer. Their open invoices in the payment's currency are listed under Apply to Open Invoices and filled oldest due first; you can change any line, or press Fill Oldest First to reset. Each invoice is paid in the same save, and an invoice on instalments takes exactly its next instalment.
The invoice is paid in full and the extra becomes an overpayment credit for that customer, with its own OP- number. No sales or tax are booked on it. You can apply it to a later invoice with Use Credit, refund it from the invoice's Refund window by choosing The customer paid too much, or use Treat as Advance for Future Work.
Choose Record Advance Payment. The advance gets an ADV- number and a receipt PDF you can download, titled to suit your country (for example Receipt Voucher in India), and is held under Customer Advances until you apply it to an invoice, refund it or void it. Whether tax is due on the advance follows your country's rule; the final invoice shows it under Less Advance Received.
Not a separate one. When you record an invoice payment you can tick Email Payment Confirmation to Client, which sends the customer the updated invoice PDF. Only advance payments have their own numbered receipt, from Download Receipt.
It is where online money waits when it can't be applied to its invoice automatically. For each payment you choose Apply to Invoice, keep it as customer credit, or Mark as Refunded once you've handled it at the provider. Refunds made directly in the Stripe, PayPal, Razorpay or Square dashboard also appear there with Record This Refund. It has no sidebar item: open it from the Needs Review tile, the Invoices list button that appears while payments are waiting, or the bell.
No. Invoice Crowd has no bank feeds. Payments a customer makes through a connected gateway on the invoice page are recorded on the invoice for you; bank transfers, cash and cheques you record yourself with Record Payment.
Every plan, including the free Basic plan. What differs is the online gateways: on Basic, PayPal is the gateway you can switch on, and the others are on paid plans. Team members need Invoicing access to see the list and accounting post permission to record payments; Team is on paid plans.
Record one receipt against several invoices, take advances with a numbered receipt, and keep overpayments as customer credit, all from one list.
