Customer payments and deposits

Receive customer payments against one or more invoices, handle partial and over-payments, group them into bank deposits, and match deposits to bank lines.

Plans: Core and above
Availability: Available
For: Bookkeepers, Owners
In KontoCore: Sales → Payments

In plain English

When a customer pays, apply the money to their invoice so both the invoice and the bank agree.

What this does

A payment reduces accounts receivable. Apply it to specific invoices; partial payments leave the remaining balance open. Overpayments become customer credit you can apply later or refund.

Payments can go directly to a bank account or to Undeposited funds and be grouped into a single deposit that matches the bank line.

How to

Receive a payment

1Open Sales → Payments → Receive payment, choose the customer.
2Enter amount, date, method, reference.
3Apply to invoices (oldest first by default).
4Choose deposit-to account and save.

Match to the bank

1In Bank transactions, find the deposit line; KontoCore suggests the payment or deposit.
2Accept the match — don’t categorize it as income.

Statuses and lifecycle

Status	Meaning
Applied	Fully applied to invoices.
Unapplied credit	Overpayment held for the customer.
Deposited	Included in a bank deposit.

Corrections, voids, and reversals

Void a payment to reopen the invoices it paid.
A payment matched to a reconciled bank line must be unreconciled first.

Provider and availability notes

Online payment collection requires a connected payment provider.

Permissions

Owners, administrators, and users with bookkeeping permission can create and post. View-only users can read but not change records.

What happens in your books

Cash in, receivable down.

Payment $1,500 on invoice · illustrative

Account	Debit	Credit
Checking	1,500.00
Accounts receivable		1,500.00

Common mistakes

Categorizing the bank deposit as income — invoice stays open and income is doubled.

Troubleshooting

Invoice still open after deposit

The deposit wasn’t matched to the payment. Undo the categorization and match.

Terms used:Accounts receivable (A/R)

Estimates and invoicesSend estimates, convert them to invoices, set terms and tax, and understand what an invoice does in your books.Credit memos and customer creditIssue credit memos for returns, discounts, or billing errors, apply them to open invoices as customer credit — without editing the original invoice. Cash refunds use the Customer refunds workflow.Reviewing bank transactionsDecide whether each imported transaction is a new categorized record, a match to an existing record, or a transfer between your own accounts.Customer payments and credit memosReceive payments against invoices, handle partial payments and overpayments, and issue credit memos.

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Last reviewed October 6, 2026