Apply Receivables payments to invoices

Overview

Early Access. Available to eligible businesses — open Receivables to check access and enable it.

Cash application evaluates newly created positive bank transactions and can match them to open invoices. Payments created by this automation are labeled Created by AI cash application.

Use the payment detail page to review applications, apply an unapplied amount to an invoice, remove an application, or record a bank deposit when available.

Cash application leaves uncertain matches untouched for manual review. It does not automatically process partial allocations, reversals, returns, chargebacks, NSF transactions, or refunds.

Connect an account for real-time cash application

Set up ACH credit during onboarding. Connect the destination account through a supported connection such as Plaid, Finicity, or Teller so Ramp can monitor the bank feed and auto-match payments.

A manually connected ACH credit account shows Real-time cash application is unavailable for manually connected accounts. Newly added accounts also have a 48-hour selection cooldown, and accounts awaiting verification cannot be selected.

Review a payment and its invoice applications

Open Payments, then select a payment. The Cash application summary shows how the payment is applied.

Select Apply to assign an unapplied amount to an open invoice. The amount cannot exceed the lower of the invoice balance and the payment's unapplied amount. Ramp shows Applied amount cannot exceed available balance if the amount is too high.

Select Remove to remove an existing invoice application. Ramp shows Invoice could not be applied or Invoice could not be removed if the requested change fails.

Create a payment manually

From Payments, select New payment. Choose a customer, enter an amount greater than zero and a transaction date, then add a reference or invoice applications if needed.

When an accounting provider is available, select the required GL account. After Ramp creates the record, it shows Payment created.

Use manual entry when cash application does not record an incoming transaction.

Record a bank deposit

For an editable payment recorded to undeposited funds, select Record a bank deposit and choose at least one payment. Ramp shows Select at least one payment if no payment is selected.

Stripe-originated payments cannot have their details or invoice applications edited, cannot be deleted, and do not offer the same bank-deposit action. Stripe payout deposits redirect to their source and show Stripe deposits cannot be edited when an edit is attempted.

For accounting sync statuses and retry steps, see QuickBooks Online sync.

Frequently asked questions

What happens when more than one invoice could match a payment?

Cash application first looks for one invoice with an exact remaining balance or a same-customer combination that exactly totals the bank transaction. If exact amounts are ambiguous, Ramp can narrow the candidates using invoice numbers, customer-name signals, and a conservative AI selection. If one match cannot be established, Ramp leaves the transaction unchanged for manual review.

Can cash application monitor more than one bank account?

Cash application can process transactions from multiple eligible mapped bank accounts. The ACH credit payment setting selects one destination account to print on invoices at a time. Each monitored account needs an automatic connection and a valid accounting mapping; manually connected accounts are not monitored for real-time cash application.

The Payments page shows GL account mapping is not set when the bank account receiving a payment lacks its accounting mapping. Select Set GL account mapping and choose the account used for that bank account's deposits.

If cash application already found a valid match, Ramp can still create the payment and apply it to the invoice, but accounting sync stays disabled until the deposit GL account is available. If cash application did not record the payment, use Payments to create and apply it manually.