How are payments allocated to invoices?

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In this article, we talk about how payments are applied to invoices. If you want to learn how to add payments for a client, click here to learn more.

There are two ways for you to add payments for clients:

1. You can apply payments directly to a specific invoice by adding the payment in the calendar flyout or by adding the payment when viewing an invoice.

2. You can add a payment for the client in the Client's Profile from in the Billing tab

Note: Clients can also make credit card payments via the Client Portal. 

If you are confused about why certain invoices are being marked as paid, or why some payments are not being applied to invoices, here are some key things to remember:

1. Once a payment is applied to a client's account, SimplePractice will assign that money to the oldest invoice and will then change that invoice's status to paid.

This means that if you have an unpaid invoice for an appointment from 4/24/16 and another for 4/26/16, the next payment that is entered will automatically apply to the 4/24 appointment, even if you enter that payment on 4/27. 

That also means if you have an appointment on 4/21 for $100 and an appointment on 4/25 for $60, a $100 payment would cover the $100 appointment first.

If you want to apply a payment directly to an invoice, you'll need to add that payment by clicking on the invoice, then clicking on the green Pay button and paying the full invoice amount. 

2. You can't apply partial payments to invoices.

If the payment does not cover a full invoice amount, it will not be applied to that invoice. If you have another invoice created for this client for an amount less than or equal to the current payment amount, your payment will be automatically applied to that invoice. 

3. Statements will show you a summary of all charges and payments (for a specific date range) in chronological order.

Statements list all payments made and invoice amounts for a specific date range. They don't account for which payments are supposed to apply to what invoice.

If your statement is showing an incorrect credit, then you most likely have an uninvoiced appointment, have entered an additional payment, or you may also have changed the appointment fee after it was invoiced. Make sure to delete the invoice for the appointment before changing the fee. Click here to learn more about changing session billing types.

If your statement is showing an incorrect balance, then you have invoice amounts that exceed the payments that you have entered for your client. 

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