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How to record a client payment

Fancy some visual help?
Watch our handy tutorial video for Recording Client Payments in Crunch.

When one of your clients has paid you, you’ll need to record this in your account and there’s a couple of ways you can do this - we’ll start with the easiest method, and then we’ll show you an alternative method which is a little longer but will still end up with the same result.

Our recommended best practice:
Firstly, select ‘Sales’, which will take you to the ‘Sales Dashboard’ and the outstanding invoices summary screen. We’ve got you covered by a quick clip, which you can enlarge by selecting or continue underneath for step-by-step instructions:

If you’d prefer step-by-step support, please continue below.

Select the ‘+Payment’ button next to the invoice to access the "New Client Payment” form. From here, you can edit information about the payment, such as the date it was received, the amount, the payment method. 

You can also check the box at the bottom to send a confirmation email to your client to let them know the payment has been received, and that the invoice has been settled in full:

Once you’ve entered all of the relevant payment information, at the bottom of the form you’ll see that the payment has automatically been allocated against the correct invoice: 

Clicking ‘Save client payment’ will then take you back to the “Client Payments” screen that will show you all other client payments received, with a message confirming that your client payment has been created.

If you have other invoices that need payments recorded against them, simply repeat the same process by going back to the ‘Sales’ and ‘Invoices’ sub-tab.

Tip: If you’ve received a large bulk payment that covers more than one invoice, for the same client, you can choose which of the invoices you wish to allocate the bulk payment to by splitting the payments across the relevant invoices. 

An alternate method:

Select ‘Sales’, then the ‘Invoices’ sub-tab. This will present you with all of your invoices in the account.

From here, you should select ‘Options’ against the relevant invoice you wish to record the payment for and then select ‘Record client payment’, as shown below:

The "New Client Payment" form requires information about the client payment, such as the date it was received as well as the amount and the payment method. 

You can also check the box at the bottom to send a confirmation email to your client to let them know the payment has been received, and that the invoice has been settled in full:

At the bottom, you should ensure that the amount has been allocated against the invoice via the "Allocated" field, this should automatically be populated due to the way you have recorded the payment using this method:

Clicking ‘Save client payment’ will then take you back to your other invoices, with a message confirming that your client payment has been created.

If you have other invoices that need payments recorded against them, simply repeat the same process by going back to the “Sales Dashboard”.

Tip: If you have received a large bulk payment that covers more than one invoice, for the same client, you can choose which of the invoices you want to allocate to by splitting the payment across all relevant invoices by entering the amount into the “allocated” field.

Have you received have a client payment but there’s no invoice for it? 

Are there “Unallocated Client Payments” showing in your Crunch account?

Interested in setting up a ‘recurring invoice’?

Need to attach an expense to an invoice to ‘recharge’ it to your client?

Need to provide a refund to one of your clients?

Still unsure? No problem! Take a look at our handy recording client payments video
 

 
Last Updated: 01 Oct 2019 10:20AM BST
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