Reconcile an invoice payment

When you would do this

When a customer has paid but the invoice still shows as unpaid, or when a payment has been matched to the wrong invoice.

How matching works

When funds arrive, Stablerail looks for an open invoice that fits: the same counterparty, amount, asset and chain.

An exact match is linked automatically and the invoice becomes Matched.

Anything that is not an exact match is left for you. It is deliberately not guessed at, because a wrong automatic match is worse than none: it closes an invoice that is still owed and marks a payment as settling something it did not.

Steps: match a payment yourself

1. Go to Operation › Receive and find the invoice in your invoice history.
2. Select the option to match a transaction.
3. Review the candidate payments. These are confirmed incoming payments that are not yet matched to anything.
4. Check each candidate: the amount, the sending wallet and the transaction reference. Candidates that fit precisely are marked Exact.
5. Select Match.

If a candidate does not fit precisely you will see a warning explaining why, such as Amount differs by a percentage or Sender wallet not on file for this counterparty. Read the warning, satisfy yourself it is genuinely the right payment, then choose Match anyway.

Steps: unmatch a payment

1. Open the invoice.
2. Select Unmatch.
3. Optionally record a reason, such as "wrong invoice picked".
4. Confirm.

The invoice returns to unpaid and the payment becomes available to match against something else.

What to expect

Matching is a bookkeeping link. It does not move funds and it does not change what happened on the network. The payment is yours either way.

Matching and unmatching are recorded in the audit log, including the reason you gave.

Invoice status flows from Draft to Unpaid, then to Paid or Matched, with Overdue if the due date passes first, and Cancelled if you cancel it.

Common problems and what they mean

"No unmatched confirmed payments available." The payment has not arrived yet, has not confirmed yet, or is already matched to another invoice. Check the ledger.

"Sender wallet not on file for this counterparty." They paid from an address you have not saved against them. Verify it is really them, then save the address on their record so it is recognised next time.

"Amount differs." They underpaid, overpaid, or a fee was deducted in transit. Decide whether to accept it as settlement before matching anyway.

Two invoices for the same amount. Match by transaction reference and date rather than amount.

They paid on a different chain from the invoice. The payment still arrived if the address was yours. Match it manually.