There are 4 main statuses for invoices:
Draft: These are invoices that have been drafted but not yet sent to your client.
Unpaid: These are invoices that have been sent, but not yet been paid and have not reached their due date yet. When you send an invoice, the status will automatically update from Draft to Unpaid.
Overdue: These are invoices that have been sent, but not yet been paid and passed their due date. Unpaid invoices will automatically update to Overdue once they pass their due date.
Paid: These are invoices that have been sent and your client has paid. If you are collecting the payment for the invoice via credit card or bank transfer with Hurdlr’s payment collection feature, the status will automatically be updated to Paid once your client completes the payment. If you’re collecting payment outside of Hurdlr, the status will be updated once you add a payment to your invoice.
If you’re collecting the payment for the invoice outside of Hurdlr’s payment collection feature, you’ll want to add/link the payment to the invoice once it’s been paid. Once the payment and/or deposit amount matches the invoice total, it will update the status to Paid.
Marking Invoices as Paid
Matching Stripe payouts to invoices
Typically the matching between bank deposits from Stripe and invoices will happen automatically. In rare cases where a bank deposit isn’t automatically matched to the corresponding payout from Stripe, you can manually match a payout to an invoice.
To match a payout with an invoice
Navigate to the Invoice Dashboard, and click on the paid invoice
The payment from the payment processor will appear at the top, click ‘Match a Payout’
A sidebar will display deposits that most likely correspond to the invoice, based on factors like amount, date, client, and description. If the suggested matches don’t include the correct deposit, use the search bar to find it by amount or name.
Select the deposit that corresponds to the invoice. If the deposit amount exceeds the invoice, a drop-down will allow selection of other invoices associated with the deposit.
Save the invoice
The deposit must match the total of the invoice(s), minus the payment processor fees. If the deposit amount is less or more than the invoice(s), the Payout cannot be saved.
Matching direct (cash/check) payments to invoices
For invoices paid via direct methods (e.g., cash or check, not through Stripe), the finalized invoice will display an option to attach a bank transaction or cash payment to mark the invoice as paid.
Once a transaction is matched to an invoice, Hurdlr converts the deposit into an invoice payment and categorizes it under the Services Income GL account. If multiple deposits are associated with a single invoice, they will appear as separate invoice payments on the Money In Dashboard. Conversely, if a single deposit covers multiple invoices, the payments will be bundled together as a Payout.
To attach a bank transaction to an invoice
Navigate to the Invoice Dashboard and select the specific invoice
Click ‘Add Bank Transaction’
A sidebar will display deposits that most likely correspond to the invoice, based on factors like amount, date, client, and description. If the suggested matches don’t include the correct deposit, you can use the search bar to find it by amount or name.
Select the deposit that corresponds to the invoice
If the deposit amount is less than the invoice total, it can be saved as a partial payment
If the deposit amount exceeds the invoice total, a drop-down will appear to allow selection of other invoices associated with the deposit
If multiple deposits are selected and exceed the invoice total, an error will indicate that only deposits less than or equal to the balance can be attached
Click ‘Save’
To add a cash payment to an invoice
Navigate to the Invoice Dashboard and select the specific invoice
Click ‘Add Cash Payment’
Enter the necessary details, including the date, amount, and any notes. The content in the 'Notes' field will become the transaction title. If no notes are added, the title will default to 'Cash Payment'.
Click ‘Save’
Direct payments with processing fees
If you receive a direct payment via a third-party payment processing platform that carries an associated merchant fee (i.e. PayPal, Venmo, etc), the Payout functionality can be used to accurately track the income, merchant fee, and deposit.
To do this:
Create a Manually Tracked Account and name it to reflect the clearing account of the third-party processor (e.g., “Paypal”)
Manually enter an income transaction for the gross amount of the payment (before fees) and select the Manually Tracked Account as the bank account
Manually enter an expense transaction for the processing fee and again select the Manually Tracked Account as the bank account
Navigate to the Invoice Dashboard, and open the invoice to be paid
On the invoice form, select 'Add Bank Transaction', and choose the manually entered income transaction from the list
Navigate to the Income Dashboard or Transaction Dashboard, and click on the deposit from the payment processor that was deposited into the linked bank account
If the deposit was processed as a revenue, convert it to a Bank Transfer, and set the ‘From’ account as the Manually Tracked Account
In the ‘Itemized transactions included in the Payout' field, select the manually entered income and expense transactions
If this deposit was converted to a Bank Transfer in step 7, it must be saved and reopened before the option to select itemized transactions appears
Click ‘Save’
Understanding Payouts
The Payouts feature described above allows multiple invoices payments/transactions to be grouped together under a single deposit as a Payout. Grouping the transactions related to a payout allows all of the money movement between accounts to be accurately recorded without double-counting them as income.
Viewing and expanding Payout rows
Once a deposit is linked to its corresponding invoice(s), it will be labeled as a ‘Payout’ on the Income Dashboard and Transaction Dashboard. These Bank Transfer transactions will feature a double chevron icon, indicating they can be expanded to view additional details.
When expanded, the Payout will display the associated transactions, invoice payments, and merchant fees.
Clicking on an invoice payment or expense will redirect to the relevant invoice and display the 'Matched Payouts'.
To edit a Payout
To edit the Payout itself, click the edit icon on expanded Payout in the Income Dashboard or Transaction Dashboard.
To remove a Payout from an invoice
Navigate to the Invoice Dashboard and select the specific invoice
Click the ‘X’ to remove the transaction from the invoice
Click ‘Save’
The previous Payout will still appear as a Bank Transfer in the Income Dashboard or Transaction Dashboard but will no longer be linked to the invoice or labeled as a 'Payout'