Recording Payments

Track payments received against invoices.

Payment Recording

From Invoice

1. Open the invoice
2. Open the payments panel and click Payment
3. Enter payment details

Payment Details

Payment Methods

Correcting Mistakes

Recorded payments can be removed from the payments panel. An invoice can also be marked as paid directly (with a payment date), or unmarked if it was marked by mistake.

Partial Payments

Recording Partial

When a client pays less than the total:

1. Record the actual amount received
2. The open balance updates
3. The invoice stays Sent until fully paid

Once recorded payments reach the invoice total, the invoice is automatically marked as Paid.

Example

Invoice Total: $5,000
Payment 1: $2,000 (Jan 15)
Payment 2: $2,000 (Feb 15)
Payment 3: $1,000 (Mar 15)
Balance: $0 - Paid ✓

Payment Status

Invoice Status

Due Date Tracking

The payments view shows a timeline for each invoice:

• Days open — days since the invoice was sent
• Days overdue — days past the due date

The invoice overview also reports the total outstanding and total overdue amounts.

Collection

Manual Reminders

For unpaid invoices:

1. Open the invoice's payments view
2. Click Send Reminder
3. The reminder email (with the invoice PDF and attachments) is sent to the invoice contact

Each invoice can have a custom reminder message, and all sent reminders are listed on the invoice.

Automated Reminders

Automated payment reminders are driven by email templates:

1. Go to Communications > Templates
2. Create a template for the Invoice Payment Reminder trigger
3. Configure reminder offsets in days relative to the due date (negative = before, positive = after)

Automated reminders must be enabled in the tenant's finance settings, and stop as soon as any payment is recorded on the invoice.

Collection Notes

Document collection efforts by adding comments to the invoice; they appear in the invoice's activity log.

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