Payments: record a payment, a partial payment, Mark as paid
Record each payment the customer makes — in full or in parts — with its date, method and reference. The invoice shows what is still owed and turns Paid when nothing is left; the customer gets a confirmation.
CRM does not take payments itself: the customer pays you — by bank transfer, cash, card — and you record the payment on the invoice. Recording payments needs the CRM Editor or Admin role.
Record a payment
- Open the invoice and click Record Payment.
- Payment Amount — prefilled with what is still owed. Change it for a partial payment.
- Payment Date — when the money arrived.
- Payment Method — Bank Transfer, Cash, Credit Card, PayPal, Stripe or Other.
- Reference Number (Optional) — the transfer's reference, a receipt number.
- Notes (Optional).
- Click Record Payment.
The payment appears under Payment History. A payment cannot be larger than what is owed.
Partial payments
Record each part when it arrives. Until the invoice is fully paid it shows Partially paid, and the amount still owed is Balance due:
Balance due = the invoice total − credit notes + debit notes − payments
A credit note lowers what the customer owes, a debit note raises it — see Credit and debit notes.
When it is paid
When nothing is left to pay:
- the invoice turns Paid;
- the customer gets an e-mail Payment Received - Invoice 0000000012 (in Bulgarian on a Bulgarian invoice), through Push, from your workspace's sender — see Invoicing settings;
- the e-mail is listed on the invoice under E-mails.
Mark as paid
In the invoice list, Mark as paid in a row's menu records one payment of everything still owed, dated today, method Other. CRM asks first. Use Record Payment when you know the date and method.
On the board, dragging an invoice to Paid does the same.
Delete a payment
Recorded a payment by mistake? In Payment History, click Delete payment next to it. What is owed goes back up, and a paid invoice is no longer Paid.
Proforma invoices
A proforma is not paid: convert it to an invoice first — see Proforma invoices.
If something doesn't work
Payment amount cannot exceed the balance due
The payment is larger than what is owed. If the customer paid more, record what was owed and agree the rest with them.
Nothing is owed on this invoice.
The invoice is already paid — by payments or credit notes.
A similar payment has already been recorded.
A payment of the same amount was just recorded. Check Payment History.
This payment is already recorded.
The form was sent twice; the payment is recorded once.
A proforma cannot be paid. Convert it to an invoice first.
See Proforma invoices.