Record a payment on an invoice

Goal

Record money you received for an invoice, such as a bank transfer, cash or a cheque, so that the amount due drops and a fully paid invoice shows as paid.

Prerequisites

• Your role can record payments. Owners and admins can by default.
• The money has really arrived. Recording a payment does not collect anything.
• The payment did not come through the invoice's card payment link. Those payments are recorded for you.

Steps

1. Open Accounting and select Invoices.
2. Find the invoice and open it with View details in the row menu.
3. Select Record payment. The amount starts as the full amount still due.
4. Change the amount if the client paid only part of it.
5. Choose the Payment method: Bank transfer, Card, Cash, Check or Other.
6. Pick the Payment date. Days in the future are not offered.
7. Add a Transaction ID (optional), such as the bank reference, and any Notes (optional).
8. Select Record payment.

For a quick full payment you can use Mark as paid in the row menu instead. It records the whole amount still due with the method Other, and you cannot add a reference.

Expected result

A Payment Recorded message appears and the payment is listed under Payment history on the invoice. A part payment lowers the Amount due and the invoice stays open. When the payments and any credit notes cover the whole total, the invoice becomes Paid. The same payment is mirrored onto the linked booking.

Troubleshooting

• If the message says the payment exceeds the remaining balance, lower the amount. An invoice cannot be paid for more than it still owes, after credit notes.
• If Record payment is missing, the invoice is already paid or canceled, or your role cannot record payments. Managers can view payments but not record them by default.
• If the invoice is voided, you cannot record a payment on it. Create a new invoice instead.
• If the money is on a bank statement, match it from Accounting > Payments > Reconciliation rather than recording it by hand, so you do not count it twice.
• If you recorded a payment on the wrong invoice, the invoice screen has no way to edit or remove it. Ask your administrator before recording the correct one.
• If the client paid by card through the link in the email, check the Payment history first. The payment is probably already there.