Recording Payments

Track payments received against invoices.

Payment Recording

From Invoice

1. Open the invoice
2. Click Record Payment
3. Enter payment details

Payment Details

Payment Methods

Partial Payments

Recording Partial

When client pays less than total:

1. Record actual amount received
2. Invoice status: Partially Paid
3. Balance due updates

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 Allocation

Single Invoice

Apply payment to one invoice:

1. Select invoice
2. Enter payment
3. Allocated automatically

Multiple Invoices

Apply payment across invoices:

1. Open client's account
2. Click Receive Payment
3. Enter total amount
4. Allocate to invoices
5. Oldest first by default

Over-Payment

When payment exceeds invoice:

1. Apply to invoice total
2. Excess creates credit
3. Apply credit to future invoices

Payment Status

Invoice Status

Due Date Tracking

Refunds

Processing Refunds

When refund needed:

1. Open invoice
2. Click Record Refund
3. Enter refund amount
4. Select refund method
5. Process

Refund Reasons

• Overpayment return
• Cancellation
• Credit note payment
• Dispute resolution

Payment Reports

Accounts Receivable

Outstanding invoice summary:

Payment History

Payment transaction record:

• All payments received
• By date range
• By client
• By payment method

Cash Flow

Payment trends:

• Payments received over time
• Forecast based on due dates
• Collection rate

Collection

Overdue Follow-up

For overdue invoices:

1. Send reminder
2. Make phone contact
3. Escalate if needed

Payment Reminders

Automated reminders:

Collection Notes

Document collection efforts:

1. Open invoice
2. Add collection note
3. Record contact attempts
4. Track commitments

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