How to allocate a payment to specific expenses
Link incoming client payments to the project expenses they cover.
Payment allocation tells you exactly which costs are covered by which incoming payments. This is how you keep your job costing airtight.
Open the payment
Navigate to the project, then open the Payments tab. Click the payment you want to allocate (e.g., PMT-001).
Click "Allocate"
On the payment detail view, click Allocate. This opens the allocation screen showing the payment amount available to distribute.
Pick the expenses
Select one or more expenses from the dropdown. These are the project expenses (vendor bills, subcontractor costs, materials) that this payment is meant to cover.
Enter the split amounts
For each selected expense, enter how much of the payment to apply. If the full payment covers one expense, enter the full amount. If it covers multiple, split it across them. The total must not exceed the payment amount.
Save
Click Save. The allocation is recorded and you'll see a breakdown of where the money went.
You don't have to allocate the full payment at once. Any unallocated amount sits as credit on the project — you can allocate it later when you know which costs it covers.
What happens next
- The project's budget view shows which expenses have been covered by incoming payments
- You can see at a glance which costs are paid for and which still need coverage
- The "actual" column in Job Costing updates to reflect allocated amounts