You have some ways to add payment to an invoice to mark it paid:

  1. Auto allocate: Invoice will be Paid automatically when the customer does top-up or using customer's remaining credits.
  2. Manually allocate a received payment to an invoice
  3. Use credit from approved (Awaiting Payment) credit notes. 


1. Auto allocation

This is the default payment option of a tax invoice (provisioned and awaiting payment, or provisioned and partially paid). The invoice will be fully paid automatically when the customer tops up or it will customer's remaining credits.


Invoice consuming credit limit is not marked as Paid. For example, you are renewing a subscription for your customer. Subscription fee $30, customer balance $10, credit limit $50. Subscription can be renewed due to sufficient usable credit (=$10 +$50). The invoice attached to this subscription is Provisioned and Partially paid. Needs to collect $20 to clear this invoice.


In case you have multiple invoices of this type, when you perform a top-up, that payment will be allocated to those invoices randomly, from oldest to latest. 


For example, if you have 4 invoices I001 (Jan 1), I002 (Jan 2), I003 (Jan 3), I004 (Jan 4), all of them were provisioned and pending for payment, $100, $200, $300, $400. When you top up $500 to your account, invoice I001 and I002 will be fully paid, I003 is partially paid and I004 is still awaiting the whole payment.


If you do not want the incoming payment to be assigned randomly like this, you can Disable this auto mode. Go to #2 to see how to manually allocate payment to an invoice.




2. Manual allocate

This happens to a top-up invoice, a proforma invoice or a tax invoice that is disabled auto allocation. Click HERE to learn the types of invoices.


Top-up invoice



Proforma invoice


A tax invoice that is disabled auto allocation

How to allocate a payment manually

  1. You need to add payment and assign it to the user account.
  2. Allocate the payment to the appropriate invoice(s)
    1. at Finance app (click HERE)
    2. or at Invoice app: from the invoice option, choose Payment


3. Use credit note

Option 1: use credit at the invoice

Go to Invoice app > Invoice


1. Click the 3 dot icon on the right side of the invoice and choose Use credits.


2. Enter the amounts in the Amount to Credit fields for the unallocated credit notes you want to use. You can apply the full credit amount or just some of it.




Option 2. Allocate credit from a credit note

1. Find and open your awaiting payment credit note. 


2. Click Credit Note Options, then select Allocate Credit.


3. Enter the amounts in the Amount to Credit fields for each unpaid invoice you want to credit. You can apply the full credit amount or just some of it. You can click the invoice links to drill into the transactions. A list of invoices is also available for you so that you can pick up some invoices to allocate credit to.