Record an overpayment

Sometimes, a customer might pay more than the amount 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.

🧭 Navigate To

Finance → Sales → Invoices

👣 Walkthrough

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

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

Unpaid customer invoice screen in Gimbla highlighting the Add Receipt button to record a payment

2 In the receipt window, type in the total amount the customer actually gave you (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.

Gimbla Add Receipt popup showing a $150 payment entry for a $110 invoice and an automatic $40 overpayment warning

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 sitting there waiting to be used).
Gimbla invoices dashboard displaying a fully paid original invoice and a newly created unpaid overpayment document

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.

Gimbla account transactions page showing a $150 customer payment split into a $110 invoice receipt and a $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 give the cash back to the customer) or Apply to Invoice (to use the $40 toward their next bill).

Detailed view of customer overpayment transactions in the Gimbla general ledger ready to be applied as a refund or credit note

🖇️ Notes

Take a moment to understand how overpayments affect your books. The same rules apply whether you are receiving an overpayment from a customer or making an overpayment to a supplier:

  • Tax Warning – Overpayments are not subject to tax because they are not considered revenue yet (you haven't provided a service for that extra money).
  • General Ledger – Once you finish these steps, your Bank Account will correctly show the full cash deposit ($150), and your Accounts Receivable will update to show that the customer has a credit balance.
  • Supplier Overpayments – Did you accidentally overpay a bill to a supplier? You can follow these exact same steps! You will just do it on the Purchases/Payables side of Gimbla instead of the Sales side.