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.
FAQs
Q: What should I do if a customer overpays an invoice?
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?
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?
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.