Reconcile Pay-by-Invoice Orders

Make each invoice easy to identify

Give each invoice a unique number and preserve its purchase order or store order reference. State the amount, currency, payment terms, and approved payment options. Ask the buyer to use the invoice number with bank transfers. For a card payment page, confirm that the provider keeps the invoice reference in its reports.

Apply funds to the correct balance

• Verify the payment in the bank or provider record and record its transaction reference.
• Apply a deposit or partial payment to the invoice and show the updated balance to the buyer.
• Keep refunds, credits, and returns as separate entries linked to the original payment.

Handle unidentified or excess funds explicitly

Keep a queue of incoming payments with missing references, amount differences, or an unknown invoice. Assign someone to contact the buyer through the normal billing channel. Resolve and document the match before marking the invoice paid or sending further payment requests.