Applying payments to invoices is a matter of adding Payment-type billing items to the invoice. Payments can be made from retainers or newly collected money (e.g. checks, wire transfers, credit card, etc.)

In order to use retainers to pay an invoice, a retainer billing item must already exist in AppColl and have a positive balance. Click here to learn how to establish a retainer account and here to read more about retainer balances.
 

There are three ways to apply payments to an invoice.

Create a Payment Billing Item

1. Hover over the Billing module and select Billing Items.
2. Click the Add button. 

3. Select the Client.
4. Select a payment date in the When field.
5. From the Type field, select either Payment from Client or Payment from Retainer (provided you have at least one retainer with a positive balance.

6. Once Payment from Client or Payment from Retainer is selected you will see a list of all invoices with outstanding balances. Check one or more Invoices you wish to pay. 
7. AppColl populates the Payment Amount field with the balance due of all selected invoices, but you can change the amount. If a "Payment from Retainer" billing item is used, a list of all available retainers for the client are displayed, allowing you to select which one to apply.
8. Click the Save button. Once the payment is saved, the invoice(s) balance due will reduce by the amount(s) applied. Once the invoice is paid in full, the status changes to 'Paid' and cannot be changed unless one or more payments are removed from the invoice.

Payment from Invoices Summary Screen

1. Payments can also be applied from the invoice summary screen. Begin by hovering over the Billing module and selecting Manage Invoices.
2. Simply click the Add link next to the desire payment column. 

3. A new billing item will open with the client and invoice pre-selected. 
4. Choose the desired payment Type.
5. Update the Payment Amount, if needed.
6. Click the Save button.  

Add Payment Directly from Invoice

1. You can also add payments to an invoice by opening the invoice itself. Begin by hovering over the Billing module and selecting Manage Invoices.
2. Open the Invoice you wish to work with.

3.  Click the Add Billing Item button. The New Billing Item screen opens allowing you to create a billing item of any type. Follow the same steps discussed above.

4. Note: If the Status is already Sent, you can still add a payment by clicking the Add Payment button.