Recording a payment marks money received against an invoice so balances, status, and reports stay accurate.
Manual vs online payments
- Manual recording — use when the client paid by check, cash, bank transfer, or another offline method.
- Online payments — when the client pays through the portal, a payment record is often created automatically (see Accept Online Payments).
Record a payment
- Open Sales → Invoices and select the invoice.
- Click Record Payment.
- Enter the amount received (defaults to the remaining balance).
- Set the payment date.
- Choose a payment mode (check, transfer, card, etc.).
- Select the bank account credited when your workflow tracks deposits by account.
- Enter a check number when paying by check, if prompted.
- Add an admin note for internal reference.
- Leave Send Client Notification checked if the client should receive a payment receipt email.
- Submit the payment.
Partial payments
Enter an amount less than the full balance to record a partial payment. The invoice status becomes Partially Paid until the remaining balance is collected.
After recording
- Invoice status updates to Partially Paid or Paid.
- Payment appears in the invoice payment history.
- The payment is listed under Sales → Payments.
Tip
Record payments on the date funds were received, not the date you deposit them, for accurate cash reporting.