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Incoming payments capture customer receipts — checks, ACH, wire, card settlements, and other methods — and apply them to open invoices. Unapplied amounts stay on the customer account until you allocate them.

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Prerequisites

Before recording payments:

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Payment list anatomy

The Incoming Payments list surfaces what needs attention first: Stat tiles at the top of the Incoming Payments list show live counts by status scope — Draft, Open, Partial, Closed, and Voided — so you can jump to receipts in each state. Click a tile to filter; click Show all to reset. Stat tiles at the top summarize payment count and volume for the current period. Payments transition to Closed automatically once the applied amount fully covers the payment total, signalling that the receipt has been reconciled against invoices with no remaining unapplied balance.

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Document actions

Use the overflow menu for void, delete, cancel, and relationship map actions.

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Record a payment

1

Open Incoming Payments

  1. In the sidebar, open Accounts Receivable.
  2. Click Incoming Payments.
2

Start a new payment

Click Record payment.adorabl opens a new payment record with header fields and an application grid.
3

Enter header details

Type, customer, payment date, method, deposit account, and a positive amount are required before adorabl saves a draft or posts. Drafts display as Draft payment; the payment number is assigned when you post.After you select a customer, adorabl loads open invoices with balances due.
4

Apply to invoices

On the application grid:
  1. Enter the amount to apply on each invoice row.
  2. Use Apply full balance shortcuts when paying an invoice in full.
  3. Confirm Applied + Unapplied = Amount.
5

Post the payment

Click Save.adorabl:
  • Creates the cash receipt journal entry
  • Reduces invoice balances and updates invoice status
  • Links the payment to invoices in the relationship map
Posted payments can be voided from the payment detail screen when corrections are needed. See Void a payment.

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Payment statuses

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Void a payment

Voiding reverses the payment’s journal entry, restores the balance due on any invoices it was applied to, and stamps the payment with the Voided status. Use void to correct a posted payment — never delete one.
1

Open the payment

From Incoming Payments, open the payment you need to void.
2

Choose Void

Click Void. adorabl opens a confirmation dialog explaining the reversal and asking you to choose the posting date.
3

Pick the reversal posting date

Select one of the following options:
4

Confirm

Click Void payment. adorabl:
  • Posts a reversing journal entry on the selected date
  • Restores the balance due on every invoice the payment was applied to
  • Sets the payment status to Voided and stores the reversal journal entry code on the record
The Relationship map and Source journal entries panel on the payment both link to the reversal entry so you can trace the offset.

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Copy a payment

Use Copy payment in the header to start a new draft from an existing incoming payment. The copy is dated today and keeps the customer, method, deposit account, amount, and reference. It starts unapplied — posting state, invoice applications, and reversal links are not copied — so allocate it in Transactions to Apply before you post.

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Discard a draft payment

If you started a payment in error, delete it before posting to keep the payments list clean.
  • On a payment still in Draft, open the header menu and select Delete, then confirm.
  • adorabl removes the payment and any in-progress invoice applications, then returns you to the Incoming Payments list.
Delete is only available while the payment is in Draft. Posted payments must be undone with Reverse payment — reversal restores invoice balances and posts offsetting GL entries.

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Record payment from an invoice

You can also start from an open invoice:
  1. Open the invoice from Invoices & Adjustments.
  2. Use Record payment on the invoice detail screen.
  3. adorabl pre-fills the customer and suggests applying up to the invoice balance due.
This is the fastest path when a customer pays a single invoice in full.

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Example: Trail Ridge Outfitters

Aspen Sports Co. sends a $948.00 ACH for two open invoices: Trail Ridge records PMT-2201 on March 28:
  • Payment date: March 28
  • Amount: $948.00
  • Reference: ACH-8844221
  • Deposit account: 1100 · Operating Cash
  • Result: INV-1048 → Paid; customer open balance $0
When a Shopify settlement batch arrives for $3,420.00 covering dozens of small invoices, Trail Ridge records one payment with multiple line-level applications — or a single application to the oldest open B2C invoices depending on their reconciliation process. When a customer pays through a hosted pay link, adorabl can record the receipt automatically (stub provider today). Manual verification against your gateway settlement report is still recommended until live card processing is enabled.

Invoices & adjustments

Post invoices before applying payments.

Customers

Review customer open balance and payment history.

Bank reconciliation

Match bank deposits to posted incoming payments.

Settlement reconciliation

Reconcile marketplace payouts before applying to invoices.

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Troubleshooting

The selected customer has no posted open or partial invoices. Confirm invoices are posted (not draft) and belong to the same organization.
Reduce per-invoice application amounts so the total applied equals or is less than the payment amount. Unapplied balance is allowed; over-application is not.
Refresh the invoice detail. Partial applications leave Partial status until balance due reaches zero. Confirm you applied to the correct invoice number.
Open the payment detail and click Void, then choose the reversal posting date (today, the original payment date, or a custom date). Voiding restores invoice balances and posts an offsetting journal entry — see Void a payment. Do not delete posted payments.
Reopen the target period from Period close, or run the void with a Today or Custom date in an open period. The reversal journal entry must land in an open period.
This is normal when the customer overpays or sends a lump-sum settlement. Apply the credit on the next payment or allocate manually to new invoices when they post.
A payment closes automatically once its applications cover the full amount, including the case where a checkout deposit is applied to the invoice adorabl creates at fulfillment. Reload the payment; if the balance still shows a false warning, confirm the applied total equals the payment amount.
A draft needs a transaction type, customer, payment date, method, deposit account, and an amount greater than zero. Fill the missing header field and try again.
Confirm the payment posted to the same GL account mapped to your connected bank account. See Connect bank accounts and Bank reconciliation.