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Record a payment you received outside the app

Who can do this: Admin, Manager

By the end of this article, a payment your client made outside the app, such as a check or a bank transfer, is recorded on their invoice with its amount, date, method and reference. The invoice then shows what is paid and the balance due, and it reads paid once the payments cover its total.

Before you start​

The invoice must already exist and still have a balance due. See Create an invoice without an estimate, or Turn an accepted estimate into an invoice for an invoice that came from an estimate.

Steps​

  1. Open your invoices. On a computer or tablet, select Invoices in the sidebar. On a phone, select More at the bottom of the screen, then select Invoices.
  2. In the list, select the invoice's number. The invoice opens.
  3. Under Payments, select Add Payment. A form opens with Amount ($) already filled in with the balance due and Date with today's date.
  4. If your client paid less than the balance, type the amount they paid in Amount ($).
  5. If the payment came on another day, change Date to that day.
  6. Open Method and choose how your client paid: cash, check, credit card, bank transfer, zelle, venmo or other.
  7. If the payment has a check number or a transaction ID, type it in Reference #.
  8. Select Record Payment.

When your client paid the whole balance today, you can instead select Mark Paid on the invoice in the invoices list. A box headed "Confirm Action" asks whether to mark the invoice paid for its balance; select Mark Paid in it. This records the payment with today's date and no method or reference.

What you see​

  • The form closes, and the payment appears under Payment History with its amount, date, method and reference. Below the payments, "Total Paid" and "Balance Due" show what is paid and what is still owed. Amount Paid under Details shows the total paid too.
  • While a balance remains on a sent invoice, its Status reads partial and the totals box shows "Paid" and "Remaining". In the invoices list, the invoice reads Partial and shows what is paid and the balance.
  • An invoice already marked Overdue stays overdue while a balance remains, and its totals box shows "Paid" and "Balance Due". In the invoices list, it still reads Overdue and shows what is paid and the balance.
  • When the payments cover the whole total, Status reads paid and the totals box shows "Paid" and "Balance Due". In the invoices list, the invoice reads Paid and no longer offers Mark Paid.
  • After Mark Paid in the list, the app shows "Payment recorded" and the invoice reads Paid.

If something blocks you​

These messages open in a box from your browser. Close the box, then do what the entry says.

  • "Please enter a valid payment amount (must be greater than $0)" after you select Record Payment. Amount ($) is empty or zero, or Date is empty. Type the amount your client paid, choose the date, and select Record Payment again.
  • "Payment exceeds the outstanding balance" after you select Record Payment. The amount is more than the balance due. Type an amount no larger than the balance and select Record Payment again.
  • "Invoice has no outstanding balance" after you select Record Payment. The invoice is already paid in full, for example because someone else recorded the payment while you had the invoice open. There is nothing more to record. Open the invoice again from the list to see the payments.
  • A minus sign or a letter cannot be typed into Amount ($).