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Recording Payments

Mark invoices as paid and track payment methods, dates, and references for complete financial records.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Recording Payments

When customers pay their invoices, recording the payment promptly keeps your financial records accurate and helps you track outstanding amounts. This guide covers all the ways to record payments against invoices.

Automatic vs Manual Payment Recording

Automatic Recording

If a customer pays via the Pay Now link in their invoice email:

  • Payment is recorded automatically

  • Invoice status updates to Paid

  • You receive a notification

  • No action required from you

Manual Recording

For payments received by other methods (bank transfer, cheque, cash, phone payment), you'll record the payment manually.

Recording a Payment Manually

Step 1: Find the Invoice

  • Navigate to Sales > Invoices

  • Click the Unpaid or Overdue tab

  • Find the invoice using search or filters

  • Click to open the invoice

Step 2: Record the Payment

  • Click Record Payment

  • Enter the payment details:

- Amount: Full or partial amount received - Payment Date: When the payment was received - Payment Method: How they paid (bank transfer, cheque, cash, card) - Reference: Bank reference, cheque number, or transaction ID - Notes: Any additional details

  • Click Save Payment

Step 3: Confirm Status

  • If fully paid, the invoice status changes to Paid

  • If partially paid, it shows as Partially Paid with balance remaining

Payment Methods

Select the appropriate payment method for accurate tracking:

  • Bank Transfer / EFT: Direct deposits to your account

  • Cheque: Paper cheques received

  • Cash: Physical currency

  • Card: Credit or debit card (processed outside the POS)

  • PayPal: PayPal payments

  • Other: Any other payment method

Accurate method tracking helps with reconciliation and reporting.

Partial Payments

When a customer pays part of an invoice:

  • Record the payment as normal

  • Enter only the amount received

  • The invoice shows:

- Amount paid to date - Balance remaining - Status: Partially Paid

  • Record additional payments as they come in

  • Invoice becomes Paid when balance reaches zero

Example: Deposit then Balance

For a $1,000 invoice with $200 deposit:

Payment 1:

  • Amount: $200

  • Method: Bank Transfer

  • Reference: "Deposit"

  • Invoice shows: $200 paid, $800 remaining

Payment 2 (before the tour):

  • Amount: $800

  • Method: Bank Transfer

  • Reference: "Final balance"

  • Invoice shows: Fully paid

Viewing Payment History

To see all payments against an invoice:

  • Open the invoice

  • Scroll to Payment History section

  • View all recorded payments with:

- Date - Amount - Method - Reference - Who recorded it

Editing a Payment

Made an error? You can edit recent payments:

  • Open the invoice

  • Find the payment in Payment History

  • Click Edit

  • Correct the details

  • Click Save

Note: Editing payments may require manager approval depending on your settings.

Deleting a Payment

To remove an incorrectly recorded payment:

  • Open the invoice

  • Find the payment in Payment History

  • Click Delete

  • Confirm the deletion

  • Invoice balance updates accordingly

Caution: This should only be done for genuine errors. Deleted payments are logged for audit purposes.

Bank Transfer Reconciliation

Tips for matching bank transfers to invoices:

  • Ask customers to include the invoice number as their payment reference

  • Check your bank statement regularly

  • Use the search function to find invoices by amount

  • The reference field in payment recording helps you track back to bank statements

Recording Overpayments

If a customer pays more than the invoice amount:

  • Record the full payment received

  • The invoice shows as Paid with overpayment noted

  • Options for the overpayment:

- Credit to their account for future bookings - Refund the excess amount - Apply to another unpaid invoice

Handling Bounced Cheques or Failed Payments

If a payment fails after recording:

  • Open the invoice

  • Find the original payment

  • Click Mark as Failed or delete the payment

  • The invoice returns to Unpaid status

  • Contact the customer to arrange alternative payment

  • Add a note explaining the situation

Payment Notifications

Stay on top of payments:

  • Email notifications: Receive alerts when invoices are paid online

  • Dashboard summary: See today's payments at a glance

  • Weekly digest: Summary of payment activity (configurable)

Configure notifications in Settings > Notifications.

Batch Payment Recording

For multiple payments at once:

  • Go to Invoices > Unpaid

  • Click Record Multiple Payments

  • Enter payment details for each invoice

  • Review and confirm

  • All payments are recorded together

Helpful after processing a bank statement with multiple customer payments.

Tips for Accurate Records

  • Record promptly: Log payments as soon as you receive them

  • Use references: Include bank reference numbers for easy tracing

  • Check regularly: Review unpaid invoices weekly

  • Communicate: Send receipts when payments are recorded

  • Reconcile: Match recorded payments to bank statements monthly

Need Help?

If you're unsure about recording a complex payment situation or need help with reconciliation, our support team is here to assist.

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