How do I record a payment on a customer invoice?

Recording a payment writes down money you have already received. It does not charge your customer and it does not send anything to them.

When the option is available

• Only on an invoice whose status is Awaiting or Partially paid.
• A draft cannot take a payment. Mark it as awaiting first.
• A fully paid invoice has nothing left to record.

Recording it

1. Open the invoice from Cost management, then Invoices.
2. Select Record payment. The summary at the top repeats the invoice number, the customer, the total, what was paid so far and what is still due.
3. Enter the Amount. There is a one-click option to fill in the whole outstanding balance.
4. Set the Payment date: a day from the calendar and a time next to it.
5. Add Notes if a bank reference or a name is worth keeping, up to 500 characters. The note is internal and your customer never sees it.
6. Select Record payment.

What it changes

• Paying exactly what was due sets the invoice to Paid. Anything less sets it to Partially paid.
• The status only moves forward. There is no way back to awaiting or draft.
• The amount cannot be larger than what is still due. That limit is enforced in the form, so an amount above the balance is refused before it is saved.
• Every payment appears in Invoice history at the bottom of the invoice, with the amount, the payment date and who recorded it. That history is internal.

If you recorded the wrong amount

There is no undo for a payment on a customer invoice, and an awaiting invoice can no longer be edited. The only route is deleting the invoice and issuing a new one, which also removes the payments recorded against it. Check the amount before you confirm.

Payroll payments are different: those can be reversed from the payment history tab of the payroll calculator.

The payroll calculator covers the money going the other way.