Record a payment on an invoice

Record a payment on an invoice

Audience: Owner, Office admin
Plan: All
Platform: All
Time to complete: ~5 minutes

Overview

Record check, cash, or other offline payments against an invoice so balances and status stay accurate.

Before you begin

  • The invoice exists and is not cancelled or voided.
  • You know the payment amount, date, and method.

Steps

  1. Go to Invoices and open the invoice, or open the invoice from the customer record.
  2. Click Record payment on the invoice detail page (web). On mobile, open the invoice Actions menu (⋯) and choose Record Payment.
  3. In the Record payment dialog, enter Amount (defaults to the remaining balance; you can enter less for a partial payment).
  4. Set Payment date and choose Payment method (e.g. Check, Cash, Credit card, Other).
  5. Optionally add a Reference or notes (check number, memo).
  6. Click Save or Record payment. A success message confirms the entry; the dialog closes.

⚠️ Note: Partial payments reduce the remaining balance; the invoice is marked Paid when recorded payments equal the invoice total. Amounts over the remaining balance may show a validation error.

Verify it worked

  • The payment appears in the invoice Payment history (or payments list) with the correct amount, date, and method.
  • Invoice status updates to Paid when fully paid, or shows Partially paid / remaining balance when applicable.
  • The customer’s balance or open-invoice total reflects the payment on the customer or invoice summary.

Troubleshooting

  • Problem: Record payment is missing.
    Solution: The invoice may already be Paid, Closed, or Voided; only open balances show the action.
  • Problem: Amount rejected.
    Solution: Enter a positive amount not greater than the remaining balance shown under the amount field.

Related articles

  • create-invoice
  • let-customers-pay-stripe

Still need help?

Use Submit a request on the customer portal to open a support ticket, or email [email protected].

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