Record bank transfer and check payments on SuiteDash invoices

1. Compare the bank statement with the list in Office > Invoices, or open Office > Reporting > Accounts Receivable Aging to see past-due balances by bucket.
2. On the matching invoice, open the Options menu (3 dots) and choose Record Payment.
3. Pick the Type (Payment Types are managed from the flyout menu > Payment Types), add a Note with the bank reference, attach the remittance if you have one and choose whether to send a confirmation; on an installment invoice, tick the installments the money covers.
4. Check Office > Invoices > Payments, where partial and manual payments are listed with the gateway ones.
5. Each deposit is its own search and form, and a deposit that matches no invoice number or amount is easy to leave for later.

Here are this week's bank deposits. Match them to my open SuiteDash invoices, record the payments as Bank Transfer, and list who is still past due.

1. 01

   Collect what is owed

   The agent pulls list_invoices twice, once for open and once for partially_paid, so a client who paid half last month is not missed. Drafts are ignored because the client has never seen them.

2. 02

   Match each deposit, strictly

   A deposit matches when the invoice number appears in the bank reference, or when client name and amount owed agree exactly. Two invoices of the same client with the same balance, or a deposit that fits nothing, go to you as questions.

3. 03

   Read the balance before recording

   get_invoice shows payments so far and any late fee. If the invoice is past due and the deposit is short of the full balance, the agent stops: SuiteDash only accepts a full payment on a past-due invoice with a late fee unless you exempt it first. A deposit larger than the balance is reported, not recorded.

4. 04

   Record with your Payment Type

   record_payment uses a Payment Type that already exists in your account, Bank Transfer or Check, with the bank reference in the note. If the type you named is missing, the agent asks you to add it rather than filing the money under another type. The confirmation email goes only when you asked for it.

5. 05

   Close with the chase list

   After recording, the invoices still open and past due are listed by amount owed, with days overdue, so the remaining follow-up is one list instead of a second report.

4 deposits checked against 11 open and 2 partially paid invoices.
Recorded after your OK: #1042 Acme Studio $900.00 Bank Transfer (ref INV1042), #1038 Bright Labs $450.00 Check (2nd installment).
Not recorded: $1,200.00 from Doe Studio. #1031 is past due with a $36.00 late fee, so SuiteDash needs the full $1,236.00 or an exemption first.
Unmatched: $300.00 "KM DESIGN", no client or invoice fits.
Still past due: Nolan & Co #1027 $2,400.00 (41 days), Doe Studio #1031 $1,236.00 (18 days).

• SuiteDash only accepts one full payment on a past-due invoice that carries Late Payment Penalties, and staff recording a check or transfer face the same rule unless the invoice is exempted first.
• SuiteDash Payment Types are added from the flyout menu > Payment Types with only a name, and a new type then shows in the Type dropdown of Record Payment.
• The SuiteDash "Invoice is Past Due & Not Fully Paid" trigger runs once per invoice and only on Open or Partially Paid invoices with money still owed, so a full payment recorded before the due date keeps it from firing.
• SuiteDash Payment Due Reminders are an older, separate reminder system, and SuiteDash warns that turning them on next to the past-due automation can contact a client twice.
• Accounts Receivable Aging in Office > Reporting is open to Master Accounts, Admins and Office Managers and groups past-due balances into 0-30, 31-60, 61-90 and 91+ days.

record_payment asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.

Sources: SuiteDash Help: Office Invoices · SuiteDash Help: Payment Types · SuiteDash Help: Late Payment Penalties · SuiteDash Help: Office Reporting · SuiteDash Help: Installment Payments

curl https://cotlet.dev/api/v1/suitedash/record_payment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"invoice_id":"58213","amount":"900.00","payment_type":"Bank Transfer","note":"Wire ref INV1042, received 12 Oct","send_confirmation":true}'

{
  "invoice_id": "58213",
  "payment_id": "pay_7710",
  "amount": "900.00",
  "payment_type": "Bank Transfer",
  "invoice_status": "paid",
  "confirmation_sent": true
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is suitedash_record_payment. Example data.

• Create and send SuiteDash invoices from a short note
• Answer SuiteDash portal messages from clients with AI
• SuiteDash API and MCP server: every tool
• All use cases