---
title: "Applying Payments Without Invoices"
slug: "applying-payments-without-invoices"
tags: ["Language - English", "Area - Invoicing", "Area - AR and Collections", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Role - Operations Manager", "Role - Branch Manager", "Skill Level - 2 (Intermediate)"]
updated: 2026-03-27T15:03:15Z
published: 2026-03-27T15:03:15Z
canonical: "guide.youraspire.com/applying-payments-without-invoices"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Applying Payments Without Invoices

## Overview

You can record payments in Aspire even when no invoice exists yet. This is common when a customer pays ahead for future work. Aspire gives you three ways to receive a payment: through the **Quick Menu**, from the **Payments** tab, or directly from an invoice with an open balance. Keep reading or watch the video below to learn more!

> [!NOTE]
> Note
> 
> To learn more about applying payments to open balance invoices, read the [Applying Payments to Invoices](https://guide.youraspire.com/docs/applying-payments-to-invoices) article.

## Training Video

## [611 Invoicing- Other Ways to Receive Payments Video](https://fast.wistia.net/embed/iframe/ljbae15lbd?web_component=true&seo=true&videoFoam=false)

### Things to know

- A reference number is required on every payment. Use a value that helps you find the payment later, such as the check number.
- When you record a payment with no matching invoice, Aspire creates a credit on the property or opportunity listed in the **Regarding** field.
- Collection notes appear on the Receivables list and AR Aging reports. Use them to document advance payments so the balance is easy to trace when you apply it to a future invoice.
- The Quick Menu method is the fastest way to record a payment when no invoice exists.

## Requirements

To apply payments in the **Payments** tab as well as in the **Quick Menu**, you need *View Accounts Receivable* added to your user role.

## Steps

### Receive a payment with no balance from the Quick Menu

Follow these steps to record a payment when no invoice exists yet:

1. Select the **Quick Menu** in the navigation bar.
2. Select **New Payment**. A window opens where you can search by company, contact, or invoice number.
3. In the search field, enter the company or contact name.
4. Select **Apply**. The Payment screen opens.

![Quick menu view with the New Payment option selected. The Select Payment account window appear to enter payment account information.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-03-23_12-02-41.png?sv=2026-02-06&spr=https&st=2026-11-15T00%3A57%3A18Z&se=2026-11-15T01%3A57%3A18Z&sr=c&sp=r&sig=XIOxOgLib5URIpESi2%2F5SnV%2BLdQ2MihrRPkiL9VyNuM%3D)
5. In the **Regarding** field, select the property this payment applies to. In the **Branch** field, select the branch the payment applies to.
6. From the **Payment Methods** dropdown, choose the method the customer used. Options include **Check**, **Credit Card**, **Cash**, and **EFT**.

> [!NOTE]
> Note
> 
> Selecting **Credit Card** or **EFT** as a payment method does not process an electronic payment in Aspire. To learn about credit card or EFT integrations, read the [How to Set Up Electronic Payments article](https://guide.youraspire.com/docs/how-to-set-up-electronic-payments-in-aspire).

1. In the **Reference Number** field, enter a unique identifier for the payment. For example, enter the check number.
2. In the **Payment Date** field, enter the date you received the payment.
3. In the **Payment Total** field, enter the payment amount. For example, enter *"850.00"*.
4. (Optional) In the **Collection Notes** field, enter a note that describes the payment. For example, *"Payment for future work"*.
5. Select **Save**.

![Payment screen example highlighting all important dropdown field to enter with information when prepaying onto a customer account.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-03-23_12-11-58.png?sv=2026-02-06&spr=https&st=2026-11-15T00%3A57%3A18Z&se=2026-11-15T01%3A57%3A18Z&sr=c&sp=r&sig=XIOxOgLib5URIpESi2%2F5SnV%2BLdQ2MihrRPkiL9VyNuM%3D)

### Receive a payment with no balance from the Payments tab

You can do the same process above from the Invoicing module instead of the Quick menu:

1. Go to the **Invoicing module** > **Payments** tab.
2. On the right side of the screen, select the **New** dropdown.
3. Select **Add Payment**.
4. Complete the payment fields using the same process described in the Quick Menu steps above.
5. Select **Save**.

## Expected results

After you save the payment, Aspire applies a credit to the property or opportunity in the **Regarding** field. The payment appears on the Invoicing module’s **Payments** tab. Collection notes display on the Receivables list and AR Aging reports.