> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/billing/receiving-client-payments.md).

# Receiving client payments

Record a check, cash or other payment from a client against their invoices, and see who still owes you.

When a client pays you by check, cash or any other way outside ProStruct360, you record it on the **Receive Payment** screen. You can spread one payment across several invoices, use credit the client already has with you, and any overpayment is kept as a credit for next time.

Payments your clients make online through Koppr are recorded for you. See [Getting paid online](https://github.com/emory-max/prostruct360-help/tree/main/billing/getting-paid-online.md).

**Plans:** every plan. **Who:** owners and admins.

{% embed url="<https://vimeo.com/871485282>" %}
Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## 1. Start from the invoice or from Client Payments

Either way opens the same **Receive Payment** screen.

* **From the job:** open the job's **Invoices** tab and click **Receive Payment** on the invoice. That client and invoice are picked for you.

![Receive Payment on the job's Invoices tab](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-99ead1e525a054156b28c21b71d9769c258a36ea%2Finvoicing-04-invoices-tab.png?alt=media)

* **From Client Payments:** click **Client Payments** in the left menu. On the **Unpaid Invoices** tab, click the arrow beside a client to see their unpaid invoices, then click **Receive Payment** on one. Or click the **+ Receive Payment** button at the top and choose the client.

![Client Payments, with one client's unpaid invoices open](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-3829d4e7464e230d48e78628da0f083b6cc3f03a%2Freceiving-client-payments-01-unpaid.png?alt=media)

## 2. Fill in the payment details

On the left:

* **Address** (optional) — narrow the invoices and credits to one of the client's addresses.
* **Payment Date** — the day you received it.
* **Payment Method** — for example **Check** or **Cash**. This list comes from QuickBooks, so it only appears once QuickBooks is connected.
* **Reference / Check #** and **Note** (optional).
* **Deposit To** — the QuickBooks account the money went into. Also only shown with QuickBooks connected.

![Receive Payment: $7,000 by check against one invoice](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-d89f9dcd91daac92a28fa5c934a63525aad6bbe1%2Freceiving-client-payments-02-receive-payment.png?alt=media)

## 3. Apply the money to invoices

On the right, **Outstanding Invoices** lists every open invoice for the client with its **Open Balance**.

1. Tick the invoices being paid and set each **Payment**. A payment can be less than the open balance — the rest stays owing. The invoice you started from is ticked for its full open balance.
2. Check **New Amount Received** matches what the client gave you. It follows the payments you set; if you lower it, the invoices are paid in order until it runs out. If you raise it above the payments, the extra is kept as credit.
3. If the client has credit with you, it's listed under **Unapplied Credits**. Tick a credit and set **Credit To Apply** to use it.
4. Check the summary:
   * **Previous Credits To Apply** — credit being used.
   * **Amount To Apply To Invoices** — what goes against invoices.
   * **Amount To Credit to Client** — anything left over, saved as a credit for the client.
5. Click **Create Payment**.

You'll see **Payment received** and land back on **Client Payments**. Each invoice's **Amount Paid** goes up, and it moves to **Paid Invoices** once it's paid in full.

{% hint style="info" %}
**Got a deposit before you've invoiced?** Record it anyway. If the client has no open invoices you'll see a note that **any amount received will be saved as a credit for the client**. Once the invoice exists, open **Receive Payment** for the client and apply the credit under **Unapplied Credits**.
{% endhint %}

## Client Payments at a glance

**Client Payments** has three tabs:

| Tab                  | What's on it                                                                                                                                                                                                  |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Unpaid Invoices**  | Each client who owes you, with their **Client Balance**. Click the arrow to see the invoices. Tick **Show Overdue Only** to see only invoices past their due date. **Total Client Balance** is at the bottom. |
| **Paid Invoices**    | Invoices paid in full, with **Amount Invoiced** and **Amount Paid**.                                                                                                                                          |
| **Invoice Payments** | Every payment you've recorded or received online, and the invoices it was applied to.                                                                                                                         |

Use **Search invoices…** at the top to find an invoice on any tab.

## Fixing a mistake

On **Invoice Payments**, click **Delete Payment** next to the payment and confirm. The amount is taken back off the invoices it paid. This can't be undone, so record the payment again afterwards if it was only wrong in part.

{% hint style="warning" %}
**Mark As Paid** (owners only, on **Unpaid Invoices**) marks an invoice paid in full *without* recording a payment — there's no date, method or amount behind it. Use **Receive Payment** whenever money actually came in, so your records and QuickBooks show it.
{% endhint %}

## Common questions

**Receive Payment is greyed out on the job's Invoices tab.** The job's address isn't linked to a client. Open the job and check the client and address on **Job Information**.

**I don't see a Payment Method box.** Payment methods come from QuickBooks. Connect QuickBooks to choose one; without it you can still record the payment.

**Create Payment is greyed out.** Choose a **Payment Method** (if the box is shown) and enter an amount or a credit to apply.

**Does the payment go to QuickBooks?** Yes, if you're connected.

## Related

* [Invoicing](/billing/invoicing.md)
* [Getting paid online](https://github.com/emory-max/prostruct360-help/tree/main/billing/getting-paid-online.md)
* [Connecting QuickBooks](/connections/connecting-quickbooks.md)