Manage accounts receivable

Send customer invoices, record the payments that come in, and watch the balance settle.

Accounts receivable is what your customers owe you. Each obligation is an invoice. Invoices are raised in sales, usually from a shipped order so the lines and quantities carry over. The Accounts Receivable screen is the collections view: it lists open invoices, what is overdue, and lets you record the money as it arrives. Sending an invoice posts it to the books as a receivable; recording payments draws it down.

Send an invoice

  1. Invoices are created and edited in Sales > Invoices. From Accounts Receivable, the New invoice button takes you there.
  2. With a draft invoice that has line items, select Send. Sending generates the PDF, emails it to the customer's contact, and posts the receivable to the general ledger.
  3. The invoice moves to Sent and now shows on the AR list with its due date.

Record a payment

  1. On the invoice (or from the AR list), select Record Payment.
  2. Choose the method (cash, check, ACH, wire, credit card, or other) and apply an amount against the invoice's open balance.
  3. A partial payment moves the invoice to Partially paid; settling the balance moves it to Paid. One payment can cover several of the same customer's invoices at once.

Correct or cancel

  1. A Draft invoice can be edited or deleted; nothing has posted yet.
  2. A Sent or Partially paid invoice cannot be edited. To reverse a sent invoice, Void it, which reverses its posting.
  3. Cancel withdraws an invoice from the workflow where the lifecycle allows it.
Draft -> Send -> Sent -> Partially paid -> Paid
                   \________ Void / Cancel ________/

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