When a stack of checks arrives — a month's worth of membership dues, sponsor payments, program fees — you don't want twenty separate deposits cluttering your register. Batch Payments lets you check off every invoice that was paid and post them all as one deposit that matches your deposit slip and your bank statement to the penny.
Who can use it: anyone with ledger editing permission, on plans with invoicing (Foundation and up).
Recording a batch of payments
From the left menu, go to Invoices and click Batch Payments.
1. Fill in the deposit details
| Field | What it means |
|---|---|
| Payment / Deposit Date | The date the money goes to the bank. This is the date of the deposit in your books. |
| Deposit To | The bank account receiving the deposit. |
| Memo | Optional — applied to every payment in the batch, e.g. "Deposit 8/2". |
2. Check off what was paid
The table lists every open invoice, oldest first, with the customer name, due date, and remaining balance. Overdue invoices are badged. For each check in your stack:
- Tick the checkbox on that invoice's row.
- The Payment amount defaults to the full balance — lower it if the payment was partial.
- Set the Method (defaults to Check) and enter the Check #.
The footer keeps a running count and deposit total. Compare it against your adding-machine tape before posting.
3. Post
Click Record Payments & Post Deposit. GoodBooks records an individual payment on every selected invoice (advancing each one to paid or partial) and posts the whole thing as a single deposit to the bank account you chose.
The batch is all-or-nothing: if anything doesn't check out, nothing posts and your selections stay on screen to fix.
Fixing a mistake
Payments are undone from the invoice's page — open the invoice and find the Payments table:
- Void one payment (✕ button) — reverses just that payment. The rest of the deposit stays put. The invoice's balance comes back and it reopens for payment.
- Void the entire deposit — shown when the payment was part of a batch; reverses every payment in it in one step.
Either way GoodBooks posts a clearly labeled reversing entry — nothing is ever silently deleted, so your audit trail stays intact. Voided payments remain visible on the invoice, struck through with a VOIDED badge (they never appear on the invoice the customer sees).
Card payments made online can't be voided here — that money moved through your card processor, so refund it there and the books follow.
Good to know
- Membership dues invoices (including ones created by automatic renewal invoicing) show up here like any other invoice — batch-paying dues checks is exactly what this screen was built for.
- A single payment on a single invoice doesn't need this screen — the Record Payment button on the invoice page does the same thing for one.
- Partial payments are fine: the invoice moves to partial and stays on the Batch Payments list with its reduced balance until it's paid off.
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