Invoice Data Extractor
Pull every field out of an invoice PDF, scan or photo — and export it as JSON, CSV or Excel.
Invoice Payment Tracker
Match payments against invoices, including the lump sums that cover several.
Quick Tool Overview
The Invoice Payment Tracker matches incoming payments to invoices — on reference, then on exact amount, then by searching combinations for the lump sum that covers three at once — and reports honestly on whatever it could not place.
- What it does
- Matches payments to invoices
- You give it
- Open invoices and payments received
- You get back
- Allocations, and what is left over
- Best for
- The monthly allocation job
About the Invoice Payment Tracker
Payments rarely arrive in the shape invoices were sent. A customer pays three invoices with one transfer, or pays a round number that covers two and part of a third, or pays with a reference that matches nothing at all. Working out what has actually been settled is a job somebody does by hand every month, and it is exactly the kind of job a computer should do.
This matches a list of payments against a list of invoices. It matches on reference first, because a payment quoting an invoice number is unambiguous. Then on exact amount, which settles most of the rest. Then it looks for combinations — a payment that exactly equals the sum of two or three open invoices — which is the case that takes longest by hand and is the easiest to automate.
What is left is reported honestly: payments it could not place, invoices still open, and part payments with the balance remaining. It does not guess, because a wrongly allocated payment is worse than an unallocated one.
Key features of the Invoice Payment Tracker
Three matching passes
Reference, exact amount, then combinations.
Lump sums resolved
A payment that equals two or three open invoices is found.
Part payments
Matched with the balance shown.
No guessing
A wrongly allocated payment is worse than an unallocated one.
CSV of the allocation
Ready for the ledger.
How to use the Invoice Payment Tracker
-
1
Paste the open invoices
Number, customer, date and amount.
-
2
Paste the payments received
Date, amount and whatever reference came with them.
-
3
Read the matches
By reference, by exact amount, then by combination.
-
4
Deal with what is left
Unmatched payments and open invoices, listed plainly.
-
5
Export the allocation
CSV of every match, for your ledger.
Frequently asked questions
By looking for a combination of open invoices that sums to the payment. This tool searches combinations of up to four, which covers the overwhelming majority. Beyond that, ask the customer for a remittance advice.
A note from the payer saying which invoices a payment covers. Asking for one in your invoice note is the single easiest way to avoid this problem entirely.
They are listed as unallocated rather than forced onto the nearest invoice. A wrongly allocated payment is worse than an unallocated one, because it makes two accounts wrong instead of leaving one question open.
Yes. A payment smaller than an open invoice is matched against it as a part payment with the balance shown, provided the reference identifies which invoice it belongs to.
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