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The Financial Summary tab on a project gives you the money side of one job on a single screen. A row of cards shows what the project is worth, how much you’ve billed and collected, and what’s still owed. Below the cards, the Transactions list shows every payment, credit, and refund on the project’s invoices. When one customer payment covers more than one invoice, you can record it here and split it across them in one step.
The Financial Summary tab is for Admins, the same as the rest of billing. If you don’t see it, either your role doesn’t include billing or invoicing isn’t turned on for your workspace. See Invoice status and actions.

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Open the Financial Summary

1

Open the project

Go to Clients, open the customer, and open the project. See Work a Project.
2

Choose the Financial Summary tab

Click Financial Summary in the project’s tabs. The cards load at the top and Transactions loads below them.

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Read the summary cards

The Expenses and Gross Profit cards only appear when project expenses are turned on for your workspace. To see what goes into them, see Project expenses.

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What the totals leave out

  • Draft invoices don’t count until they’re finalized.
  • Voided invoices don’t count at all.
  • Estimates that aren’t Sold, such as In Progress, Lost, Released, or Secondary Estimate, don’t add to Project Value.
  • Expenses that aren’t Paid still count toward Expenses, but they aren’t subtracted in Gross Profit until you mark them Paid.
If Not Invoiced is higher than you expect, check whether the remaining invoice is still a draft. A draft doesn’t count as invoiced until it’s finalized.

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Review the transactions

The Transactions list shows the payments, credits, and refunds on the project’s invoices. When nothing has been recorded yet, you see No payments recorded yet. A payment split across several invoices shows up as one row per invoice, each with the amount that invoice received. From a row’s three-dots menu you can:

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Record one payment across the customer’s invoices

When a customer sends one payment that covers more than one invoice, record it from the project and split it across those invoices. The invoices don’t have to belong to this project: a payment settles the customer’s balance, so the picker spans every open invoice the customer has in the branch, across all their projects, and each row names the project it belongs to. For example, one check might pay off a deposit invoice on this project and part of an invoice on another of the customer’s projects.

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Before you start

The Record Payment button next to Transactions is turned off unless all of these are true:
  • At least one of the customer’s invoices in the branch is Open or Partially Paid and still has a balance.
  • Your branch has at least one payment method. See Payment methods.
1

Click Record Payment

On the Financial Summary tab, click Record Payment next to the Transactions heading. The Record Payment window opens.
2

Fill in the payment details

Enter what the customer paid:
  • Payment Amount: the full amount you received.
  • Method: how they paid, chosen from your branch’s payment methods.
  • Reference #: an optional check number, transfer ID, or confirmation code.
  • Payment Date: the day you received it. It’s set to today to start.
  • Internal Notes: an optional note for your team. The customer doesn’t see it.
3

Split it under Allocate to Invoices

Each of the customer’s open or partially paid invoices is listed with its status, its number, the project it belongs to, and its Balance. Type how much of the payment goes to each one. Leave an invoice blank to skip it. As you type, Remaining shows how much of the payment you still need to assign.
4

Save the payment

When Remaining reaches zero, click Save Payment. You see a Payment recorded confirmation. Each invoice’s balance goes down by the amount you gave it, and the payment appears in Transactions.

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Rules for splitting a payment

  • The amounts must add up to the payment exactly. If they don’t, the window shows the total you assigned next to the payment amount, and Save Payment stays off until they match.
  • At least one invoice needs an amount. You can’t save a payment that isn’t assigned to any invoice.
  • No invoice can take more than its balance. If you put more on an invoice than it still owes, the payment isn’t saved and you see a message naming that invoice and its remaining balance. Nothing is applied until you fix the amounts.
  • Drafts, paid invoices, and voided invoices aren’t listed. To put a payment on a draft, record it on the draft itself, which finalizes it. See Record allocate payment.
  • No receipt is sent from here. This window doesn’t email the customer. To send a receipt, record the payment on the invoice instead.
For the full balance and status rules, see Payment allocation.
If you need to change how a payment is split later, open it from Transactions with Edit Payment and adjust the amounts under Allocate to Invoices.

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What’s next

Record allocate payment

Record a payment on a single invoice, send a receipt, and edit or delete a payment.

Project expenses

Log the project’s costs so Expenses and Gross Profit stay accurate.

Add a credit

Lower what the customer owes without recording a payment.

Payment allocation

The rules for splitting payments, over- and under-payment, and balances.