The Payments tab is where you record all money paid out by your business.
This includes payments to suppliers, refunds to customers, expenses, and any other outgoing funds.
Each payment decreases the balance in your bank or cash accounts.
To record a new payment, click the New Payment button.
Learn more about payment forms: Payment — Edit
While you can manually enter payments, importing bank statements is often more efficient.
Bank imports automatically create payment transactions in bulk, saving time and reducing errors.
You can then categorize and allocate these imported transactions to the appropriate expense accounts.
Learn about importing bank statements: Import bank statement
The Payments tab displays your outgoing transactions with detailed information in customizable columns.
Key details include payment dates, amounts, payees, and expense allocations.
The date when the payment was made or when funds left your account.
This date affects your financial reports and helps track when expenses were incurred.
Use the actual payment date, not the date you wrote the check or initiated the transfer.
The date when the payment appeared on your bank statement, confirming funds have been withdrawn.
Cleared payments are reconciled transactions that match your bank records.
Payments without a cleared date are pending and help you track outstanding checks and transfers.
A unique reference number or identifier for this payment.
This could be a check number, wire transfer reference, or transaction ID.
References help match payments to bank statements and resolve payment inquiries.
The bank account, cash account, or credit card used to make this payment.
Selecting the correct account ensures your account balances remain accurate.
If you have multiple accounts, this helps track which funds were used.
A brief description explaining what this payment was for.
Good descriptions help you remember transaction details months or years later.
Include invoice numbers, purchase details, or other relevant information.
The person or business who received this payment.
This could be a supplier you're paying, a customer receiving a refund, or another payee.
Accurate payee information helps track spending by vendor and generate supplier reports.
The expense or asset accounts that categorize what this payment was for.
Proper categorization ensures accurate financial statements and expense tracking.
Multiple accounts indicate the payment was split between different expense categories.
Shows which projects or jobs this payment relates to when using project tracking.
Project allocation helps track costs and profitability by project.
Multiple projects indicate the payment was split between different jobs.
The total amount of money paid out in this transaction.
For foreign currency payments, both the foreign amount and base currency equivalent are shown.
This amount will decrease your bank account balance and increase your expenses or assets.
Click the Edit Columns button to choose which columns you want to display.
Learn about customizing columns: Edit columns
Each payment can have multiple lines for different expense categories or allocations.
To see all payment details broken down by line item, use the Payments — Lines view.
This detailed view is helpful for analyzing expenses by category or finding specific transactions.
Learn about payment lines: Payments — Lines