Payments
Recording full and partial payments, applying credit notes, attaching proof, and printing a receipt.
Invoice → Manage Payments. The header shows Grand Total, Paid + Credits, Remaining and Status.
Recording a payment
Section titled “Recording a payment”Add Payment:
| Field | |
|---|---|
| Amount ($) | Part payments are normal — record what actually arrived, not what was owed. |
| Payment Method | Bank Transfer, Credit Card, Cheque, Cash or Direct Debit. |
| Date | When it was received. |
| Reference | The bank reference, cheque number, or whatever identifies it. |
| Details | Anything else worth keeping. |
| Payment Proof (image) | A remittance advice or a screenshot of the transfer. |
Then Record Payment.
The invoice status follows the total automatically: some of it covered makes the invoice partially paid, all of it makes it paid — and a paid invoice’s PDF is regenerated with a PAID watermark.
Mark as Paid on the invoice’s Details page is the shortcut: it records one bank-transfer payment for the whole remaining balance.
Applying a credit note
Section titled “Applying a credit note”Apply Credit Note — pick the Credit Note, enter the Amount ($), click Apply Credit Note.
Only this customer’s approved credit notes with value left are offered; “No credit notes available for this customer” means there are none. The amount cannot exceed what is left on the credit note or the invoice’s remaining balance.
Applied ones are listed under Applied Credit Notes. The × removes one and returns the amount to the credit note. See Credit notes.
The payment history
Section titled “The payment history”Payment Records lists every payment with its date, method, reference, details, amount and a Receipt link that prints a PDF receipt for that single payment.
A payment recorded in error can be deleted with ×, and the invoice’s status and remaining amount are recalculated when it is.
Accounting
Section titled “Accounting”When Xero is connected, both tables gain an Accounting column, and Import payments from Xero pulls in payments recorded directly in Xero against this invoice — skipping any already recorded here. See Accounting integration.
Outstanding
Section titled “Outstanding”On the invoice list, Outstanding is the grand total less payments received less credits. It is the number to sort on when chasing money, and it is the number a part payment or a credit moves.