A payment-run promise needs the invoice amount attached

The customer says you are on the next run

Imagine your customer confirms that your business is included in Friday's payment run. Your forecast assumes the entire overdue balance will arrive. On Friday, the payment covers only one of several outstanding invoices.

The statement may have been accurate but incomplete. Confirm the amount and invoice allocation before turning a broad payment-run assurance into a specific cash expectation.

Ask for the proposed allocation

Request the invoices and amounts currently scheduled, together with any credits being applied. Keep the question short enough for accounts to answer directly rather than asking for another general update.

If the schedule remains provisional, record that status. A draft run can change before authorisation, and a customer contact may not control the final release.

Identify what is excluded

Compare the proposed allocation with your reconciled account. Ask why any remaining invoice is absent: it may be unapproved, disputed, not yet due or simply omitted from the proposed run.

Do not assume the reason is the same for every invoice. Separate the issues so a missing document on one item does not obscure the status of the rest.

Use the supported amount in the forecast

Record the expected receipt using the amount actually discussed, with uncertainty labelled. business.gov.au's cash flow statement guidance explains recording expected incoming money and identifying estimated figures.

Keep the remaining balance visible with its own assumption. Using the full account total because it would be convenient does not make the customer's narrower promise more certain.

Source: business.gov.au: Set up a cash flow statement

Reconcile the payment when received

Check the bank receipt and remittance against the proposed allocation. Investigate differences before closing invoices or applying an unexplained amount to whichever item is oldest.

Retain the customer's allocation and your reconciliation notes. If the payment includes an unexpected deduction or purported settlement condition, obtain advice where needed rather than silently treating the entire account as resolved.

Replace one broad promise with a clear record

For the next material payment run, write down the scheduled amount, covered invoices, unresolved balance and the person who confirmed the information. Update the forecast when those details change.

This does not guarantee the run will proceed. It gives the business a better basis for cash decisions and directs the next follow-up towards the invoices still waiting for a specific answer.