How to Apply a payment in BuildOps
You can create and apply a payment in three ways:
From an invoice
From the Payments table under Accounting
From the Global Search + icon
Apply a payment from an invoice
At the bottom of an invoice, the Payments section stays empty until a payment is applied. Once a payment is added, it appears in this section and updates the Amount Paid and Balance fields.
Steps
Open the invoice.
Click the arrow next to Apply Payment in the upper-right corner of the invoice.
Click New Payment.
Fill in the payment details:
Payment Number
Payment Type
Amount
Date
Amount to Apply
Click Apply.
Click Save.
After the payment is applied, the Payments section, Amount Paid, and Balance fields update automatically.
Note: If you click Save before applying the payment, the payment is still saved and can be applied later.
Apply an existing payment to an invoice
If a payment has already been created, you can apply it to an invoice later.
Steps
Open the invoice.
Click Apply Payment.
Select an available payment.
Enter the amount to apply.
Click Apply twice to confirm.
Note: If you need to re-enter the amount, click Cancel to reset the field.
Apply a payment from the Payments table
You can also create a payment directly from the Payments table under Accounting.
Steps
Hover over Accounting and click Payments.
Click New Payment.
Fill in the payment details:
Payment Number
Billing Customer
Payment Type
Amount
Date
Click View Invoices.
Enter the amount to apply to one or more invoices.
Click Apply.
Click Save.
Once applied, the payment record updates automatically.
To make changes later, open the payment and click Edit Payment. To view the receipt, click View Receipt. To email or download the receipt, click the three dots next to the receipt.
Apply a payment from the Global Search + icon
You can also create a payment from the Global Search + icon.
Steps
Click the + icon next to Global Search.
Click New Payment.
Fill in the payment details:
Payment Number
Billing Customer
Payment Type
Amount
Date
Click View Invoices.
Enter the amount to apply to one or more invoices.
Click Apply.
Click Save.
After saving, you will be redirected to the Payment page, where you can edit the payment or view the receipt.
How to Unapply Payments
If a payment was applied to the wrong invoice, applied for the wrong amount, or needs to be reused later, you can remove that application from the payment record.
When a payment is unapplied, the invoice balance is restored and the payment remains on the customer account as an unapplied payment that can be applied again later.
Unapply a payment from the payment record
Go to Accounting and click Payments.
Open the payment you want to update.
Click Edit Payment.
Click View Invoices to load the customer’s invoices.
Find the invoice you want to unapply the payment from.
Click Cancel next to the applied invoice amount.
Click Save or Save & Post.
What happens after you unapply a payment
After the payment is unapplied:
the invoice balance updates to show the amount due again
the payment remains available as an unapplied payment
You can apply that payment to a different invoice later if needed. The invoice should be under the same billing customer as the payment.
Deleting a Payment
If a payment has not synced to your accounting system yet, you can delete it directly in BuildOps.
To delete the payment:
Go to Accounting and click Payments.
Use the filters to find the payment you want to delete.
Scroll to the far-right side of the payment row. Click the trash icon.
Click Delete Payment.
If the payment has already synced to your accounting system, it cannot be deleted in BuildOps.
If the payment is still applied to an invoice, unapply it first before deleting it.
Voiding a Payment
In some cases, you may need to void a payment instead of editing or deleting it.
Available payment actions can vary based on your company’s accounting integration and the status of the payment.
If your company uses Intacct Payment v2 or NetSuite, you may see Save & Void Payment as an available action on certain payments instead of a delete option.
If the payment is already applied to an invoice, you may need to remove the applied amount before the void option is available.
Steps
Go to Accounting and click Payments.
Open the payment you want to update.
If the payment is applied to an invoice, click Edit Payment, review the invoice application, and remove the applied amount if needed.
If Save & Void Payment is available, click it to void the payment.
Confirm the payment status updates to Void.
If you do not see Save & Void Payment
If you do not see this option, your company may be using a different accounting setup or the payment may need a different correction workflow. Review the payment’s current status and any applied invoices before making changes.
Notes
If you are only moving a payment from one invoice to another, unapply it from the original invoice and then apply it to the correct invoice.
If the payment is part of a refund, ACH return, chargeback, or another accounting correction workflow, your team may also need to create an adjustment depending on your accounting setup.
If your company uses an accounting integration, use the save option that matches your workflow.
Frequently Asked Questions
Q: What should I do if a customer overpays an invoice?
A: Create the payment as usual and apply it to the invoice. The payment status will show as Partially Applied, which means there is still an unapplied balance remaining on that payment. To use the remaining balance later, open the payment, click Edit Payment, and apply the rest to the correct invoice.
Q: What does Bypass mean for a payment?
A: If a payment already exists in QuickBooks, trying to sync the same payment from BuildOps can fail or create a duplicate. In that case, use the Bypass option so the payment stays recorded in BuildOps without syncing that same payment again to QuickBooks. When bypass is used for a payment, the status changes to Bypassed.
Q: When should I use Bypass for a payment?
A: Use Bypass when the payment has already been entered in QuickBooks and you do not want to sync the same payment from BuildOps again. This helps avoid duplicate records and sync errors.