Digital Agency Tools Docs

Record a payment

When a client pays you in cash, by cheque or straight into your bank without using the pay page, record it on the invoice. Once the payments add up to the total, the invoice is marked paid and the client gets a receipt.

The Payments section of an open invoice, with the Record a payment row: amount, method, date and reference
An open invoice: payments received so far, and the Record a payment row.

How to

  1. Open the invoice from Products → Invoices. It must be Open.
  2. Under Record a payment, check the amount. It starts at the full balance owing; change it for a part payment.
  3. Choose the method: Bank transfer, Cash, Card, Cheque or Other.
  4. Set the date you received it (today by default) and, if you like, a reference or note.
  5. Click Record. The payment appears in the Payments table as succeeded.

Part payments

You can record as many payments as you need. Each one reduces the Owing figure on the invoice and in the list. The invoice stays Open, with its pay link still working for the rest, until the payments cover the total.

When they do, the invoice becomes Paid straight away. Three things happen:

  • The client is emailed a receipt with the PDF attached, showing the payments.
  • The pay link stops working.
  • You get an Invoice … paid notification.

Example

total        €1,230.00
paid €500    owing €730.00  open
paid €730    owing €0.00    paid
             → receipt emailed

Payments you do not record

Card payments made on the pay page are recorded for you, from Stripe. They show in the Payments table with the provider Stripe and method card.

A client's bank transfer claim also shows there, as Client says paid. While it is waiting, the Record a payment row is hidden. Confirm or reject the claim instead (see Bank transfer claims).

Mistakes

A recorded payment cannot be edited or removed from the invoice screen, so check the amount and date before you click Record. Reopening a paid invoice (see Void, write off and reopen) makes it open again, but it does not take payments off it.

An invoice with money recorded against it cannot be voided or deleted. It stays on file, because a payment has been made against it.
Payments are recorded in the invoice's own currency. The amount box takes up to two decimal places.

Related

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