Record an overpayment

Sometimes, a customer might pay more than the amount due on their invoice. When this happens, Gimbla makes it easy to record the extra money (the overpayment) so you can either refund it to the customer or apply it to their future invoices.

For this example, we assume a customer has paid $150 for a $110 invoice, resulting in a $40 overpayment.

🧭 Navigate To

👣 Walkthrough

1 Find and open the invoice the customer is paying (in our example, the $110 invoice). In the top menu, click the Add Receipt button.

2 In the receipt window, type in the total amount the customer actually paid (e.g., $150). Gimbla will automatically detect the extra money and display an Overpayment box, warning you that it is going to create a $40 overpayment document. Click Add to confirm.

3 If you look at your main Invoices list, you will now see two things:

• The original invoice is fully settled and marked as Paid.
• A new overpayment document has been created for the extra $40, marked as Unpaid (which means the credit is available and waiting to be used).

4 You can confirm the details by checking your Account Transactions. You will notice that Gimbla cleanly separates the total payment into two distinct amounts: the $110 invoice payment and the $40 overpayment.

5 Now that the overpayment is saved in the system, it acts just like a Credit Note! You can open the overpayment document and select either Add Refund (to return the cash to the customer) or Apply to Invoice (to use the $40 toward their next bill).

🏁 Direct Overpayment

If a customer pays an invoice twice, you will need to follow the direct overpayment steps, as you cannot apply a standard overpayment to a PAID invoice.

How to create a direct overpayment

1 Go to Finance → Banking → Bank Transactions → Add Receipt.

2 Click on the More tab to view additional options. Here, you will find the checkbox for an overpayment. Tick this box, and it will allow you to create a manual overpayment document without needing to link it to an active invoice.

3 Once the direct overpayment is created, you can apply it in the exact same way as a standard overpayment by selecting either Add Refund or Apply to Invoice.