Recording Payments on Invoices

If you have setup QuickBooks integration and are synchronizing with QuickBooks do not use the Kudurru Stone payment system. Use QuickBooks instead.

Recording a New Payment

Navigate to Bookkeeping → New Payment.

Fill in the payment header:

Field	Notes
Client	The client the payment came from. Required.
Payment Date	The date the payment was received. Required.
Payment Ref	A reference identifier — check number, ACH confirmation, wire reference, etc. Max 25 characters. Required.
Payment Amount	The total amount received. Required.

Click Apply to Invoices. Kudurru saves the payment record and takes you directly to the allocation screen where you apply the funds to invoices.

Applying the Payment to Invoices

The allocation screen shows the payment header at the top and a table of open invoices for that client below. This is where you distribute the payment across one or more invoices.

Payment header fields (editable here as well):

Client, Payment Date, Payment Ref, Payment Amount
Funds Remaining — calculated in real time as you enter allocations. Shows how much of the payment is still unallocated.

Invoice table columns:

Column	Notes
Invoice Date	Date the invoice was issued.
Invoice Number	Invoice identifier.
Total Invoice Amount	Full amount due on the invoice including tax.
Other Payments	Amounts already applied to this invoice from other payments.
Applied This Payment	Enter the amount you want to apply from this payment. Editable.
Total Outstanding	Calculated: Total Invoice Amount minus Other Payments minus what you are applying now.

Type an amount in the Applied This Payment column for each invoice you want to pay. The Funds Remaining counter at the top updates as you type. You do not need to allocate the full payment — leaving funds remaining is valid if more invoices are expected.

Click Save to commit the allocations.

Partial Payments

Kudurru Stone fully supports partial payments. You can:

Apply part of a payment to one invoice and the rest to another
Apply less than the full invoice amount, leaving a balance for a future payment
Leave funds unallocated and return later to apply them

When a client makes another payment later, you can apply it to the same invoice — the Outstanding column will already reflect what was previously paid.

Viewing the Payment List

Navigate to Bookkeeping → Search Payments to see all recorded payments.

Table columns: Client, Payment Ref, Payment Amount, Payment Date, Invoice Numbers (all invoices this payment was applied to).

Filtering: Use the filter panel to narrow by client name, payment date, invoice number, or project number.

Sorting: Click any column header to sort. Results are paginated at 15 per page.

Click any row or the edit icon to open a payment for editing.

Editing a Payment

Open a payment from the list. All header fields — client, date, ref, and amount — are editable. The invoice allocation table is also editable, so you can adjust how funds are distributed.

If you change the client, all existing allocations are cleared and you will need to re-apply the payment to that client's invoices. Kudurru warns you before this happens.

To remove an allocation from a specific invoice, clear the Applied This Payment field for that row and save. The payment distribution for that invoice is removed.

Deleting a Payment

On the payment list, click the delete icon on any row. A confirmation modal appears showing the payment reference. Confirm to delete.

Deleting a payment removes all of its invoice allocations permanently. This cannot be undone. The invoices the payment was applied to will show those amounts as outstanding again.

Tips

Record the payment reference in a consistent format your team will recognize later — e.g., "CHK-4521" for checks, "ACH-88234" for ACH transfers. There is no separate payment method field, so the reference is the only identifier.
You do not need to allocate the full payment on the day it is received. Save with partial allocation and return to apply the remaining funds when the client clarifies which invoices to apply them to.
The Invoice Numbers column on the payment list shows every invoice the payment touches, making it easy to find a payment when you only have an invoice number.
If a payment was entered with the wrong amount, edit it and adjust both the Payment Amount and the allocation fields to match.