Match a bank deposit to invoices

A customer pays you. The deposit shows up on your bank statement. In PeakBooks, you can pair that bank deposit with one or more open invoices in a single step — no separate "record payment" entry, no chasing the dollar amounts later.

When to use it

Use Match to Invoice when an incoming bank deposit corresponds to an open invoice (or several invoices bundled together as one deposit). PeakBooks creates the payment + deposit + invoice link in one step.

If the deposit doesn't match an invoice — refunds, owner contributions, miscellaneous income — just categorize the transaction normally. The Match button only appears on positive (deposit) transactions that haven't been linked yet.

From the Transactions list

1. Open Transactions and find the deposit that came in from your bank.
2. Click the 💡 Match button on the row (only shown on uncategorized positive transactions).
3. The match modal opens with two modes — Apply to invoices (default) and Categorize directly. They're mutually exclusive per match.

Mode A — Apply to invoices

The modal lists every open invoice for the user, sorted with exact-balance matches at the top. If the deposit equals exactly one open invoice's balance, that invoice is pre-selected for you.

1. Tick the invoice (or invoices) you want to apply the deposit to.
2. Adjust the Apply amount per invoice if needed — useful when one deposit covers multiple invoices and the splits aren't equal.
3. The running total at the bottom shows Applied $X of $Y. They must match before Save activates.
4. Click Save match. PeakBooks creates one payment record per invoice (all linked to the deposit), bumps each invoice's amount_paid, and recomputes its status (paid / partial / open).

Mode B — Categorize directly

If the deposit isn't tied to an invoice (e.g., interest income, refund, owner deposit), switch to Categorize directly. Pick a category from your COA and Save. The transaction is categorized like any other and the Match button disappears from the row.

Unmatching

If you matched the wrong deposit — picked the wrong invoice, applied the wrong split — click the row's 🔓 Unmatch button.

• If PeakBooks created the payment+deposit (the typical case), unmatching fully unwinds the chain: deletes the payment, deletes the deposit row, decrements each invoice's amount_paid, and restores its prior status.
• If you'd manually recorded the payment first via Receive payment, unmatching does a soft unlink: the deposit returns to pending state so you can match it to a different bank transaction, but your manually-entered payments stay intact.

PeakBooks detects which case you're in automatically (the "Matched from bank deposit" flag on the deposit's notes) — you don't have to think about it.

What gets created behind the scenes

For each matched invoice, PeakBooks writes:

• A pb_invoice_payments row with payment_method='other' (the bank tx doesn't tell us if it was ACH, wire, or check — you can refine later from the invoice's payment history)
• A single pb_deposits row tying all the picked invoices together with the bank transaction
• The bank tx's meta is tagged [Customer Deposit · $X] so reports know to skip it from revenue (revenue is recognized via the invoice/payment chain instead)
• Bank tx's needs_review flag clears, and the invoice's status updates to paid or partial

For accountants viewing client books

All the match / unmatch flows work the same when an accountant is viewing a client. Everything writes to the client's records — pb_invoice_payments, pb_deposits, and the bank-tx link all use the client's user_id, not the accountant's.