Record payments, credit notes and reissues

Record each payment once, in one place

Money that came through the invoice's card link is recorded for you. Money that came any other way needs a person. If it shows up on a bank statement you import, match it there, as the next lessons explain. Use Record payment on the invoice only for money that will not reach 4fleet through a statement, such as cash. Doing both counts the same money twice.

Record payment starts with the full amount due; change it for a part payment and the invoice stays open with a lower Amount due. 4fleet refuses an amount above what the invoice still owes after credit notes. Mark as paid is the quick version for a full payment, but it records the method as other and takes no reference, so prefer Record payment when you have a bank reference.

The invoice screen has no way to edit or remove a recorded payment. Check the amount and the invoice before you save.

Which fix fits a wrong invoice

Ask two questions: was it issued, and did the client receive or pay it?

• Still a draft: edit it, or use Delete draft. No number is used.
• Issued, never emailed and nothing paid: Void, with a reason. It stays in the list as voided.
• Issued or emailed, nothing paid, and you want a corrected copy: Reissue. 4fleet credits the original in full and makes a new draft for you to correct.
• Emailed or paid in any part: Issue credit note for the amount or the lines that were wrong.
• Right invoice, client just needs time: Extend due date and leave it alone.

An emailed or paid invoice can never be voided. The client has it, so the correction has to be a document they can see too.

Credit notes keep the trail straight

A credit note gets its own number, lowers what the client owes and leaves the original invoice on file, which is what your accountant needs. You can credit an amount or specific lines. An invoice credited in full becomes Canceled.

If the client had already paid, a credit note leaves money you now owe back. A pending request waits in Accounting > Payments > Refunds. For a card payment made through Stripe, Refund on the invoice sends it back and creates the credit note in one go. For any other payment, return the money yourself and then use Mark refunded (manual), because 4fleet only records it.