Balancing an Invoice

Overview

Important: Until June 4th, 2024, users could finalize an invoice despite having a balance due to the customer. Now, users can only Finalize an Invoice if the Balance is $0

To balance an invoice means ensuring all charges, credits, and payments are accurately reflected so the total amount due is correct. This involves verifying the listed items or services, applying any discounts or payments, and resolving discrepancies. It ensures the customer is billed the correct amount ~ nothing is owed or due

This article covers:

• Balancing an Invoice if the Customer Owes You
• Balancing an Invoice if You Owe the Customer

Note: Supermove Invoices must have a balance of $0 to be marked as finalized. This is an important step in the accounting process. For additional information on this, please read the Finalizing Invoices article

Customer Owes You

There are two quick ways to identify if a customer owes you. First, the Invoice Status will show Unpaid. Second and if a Payment less than the Grand Total has been collected, the remaining Balance Due will display in red under Payments

Example:

In this example to Balance an Invoice, you will need to collect the remaining amount from the customer by following the steps outlined in How to Record a Payment

You Owe the Customer

There is one way to identify if you may owe the customer ~ the remaining Balance Due will display in green under Payments

Example:

In this example to Balance an Invoice, you will need to action one of the following options:

1. Record a Refund
   
2. Add a negative payment (steps below)
3. Add an Overpayment Line Item to the Bill (steps below)

Add a Negative Payment

1. Start by navigating to the Payments section on the Project page, and selecting the + Record Payment button

2. Select Record Payment again

3. Now fill out the Payment Name, Payment Amount which should be equal to the Balance Due, Payment Method, and a Description if desired, and then select Confirm

4. After selecting Save, the Payments section will show a Balance Due of $0

5. Please proceed with Finalizing the Invoice if desired

Add an 'Overpayment' Line Item

1. From the Invoice section on the Project Page, select Edit near the top right corner

2. Now select Edit billing items

3. Confirm Editing to proceed forward with next steps

4. From Edit Billing Items search bar Flat Rate

5. Now input a Fee Name, Quantity of 1, and an amount equal to the Balance Due, then press Confirm

6. After selecting Confirm the Payments section will show a Balance Due of $0

7. Please proceed with Finalizing the Invoice if desired