How payments are matched to invoices

1Automatic matching rules

Every imported payment from Mercury or Stripe is checked against your open LLC invoices in the same currency (sent, viewed or overdue, with a balance due). Invollc only links it on its own when there is one clear answer:

1. The reference names the invoice. The transfer reference contains the invoice number (spaces, dashes and case are ignored, so "inv 0047" finds INV-0047 but not INV-00471) and the amount is not more than what is still owed.
2. Only one invoice has that balance. Exactly one open invoice is waiting for that exact amount.
3. Same amount, one from this payer. Several invoices have that balance, but only one belongs to a client whose name matches the payer.

If none of these gives exactly one invoice, the payment stays unmatched and waits for you. Matching is rule based. No AI model decides anything.

Tip: ask clients to put the invoice number in the transfer reference. It is the most reliable rule.

2Match by hand

In Payments, unmatched payments are listed at the top. Click Match, pick the invoice, and the invoice balance and status update. The invoice timeline records the match. You can also record a payment directly on an invoice if it came in some other way.

3Partial payments

An invoice can have several payments. Each one lowers the balance; the invoice turns Paid when they cover the total.

4Undo a match

Open the invoice and remove the payment from the payments list. The balance and status are recalculated and the timeline notes the removal, with the amount and method. A payment imported from Mercury or Stripe goes back to the unmatched list, so you can match it to the right invoice; a payment you added by hand is deleted.

5Ignore a payment

For money that is not an invoice payment (a refund from a supplier, a transfer from yourself), click Ignore. It is hidden from the list and never matched. Payments you added by hand are deleted instead.

6Limits

• One payment links to one invoice. If a client pays two invoices with one transfer, record the second part by hand on the other invoice.
• Fees taken by a payment provider are not split out. If a payment arrives net of fees, the invoice shows the small difference as still due; record the rest by hand.
• Payments in a different currency from the invoice are not matched automatically.