Payments

Track and manage payments received from clients to keep your accounts receivable current and accurate.

Overview

The Payments module allows you to:

• Record payments against invoices
• Track payment history
• Manage multiple payment methods
• Handle partial payments
• Generate payment receipts

Viewing Payments

Navigate to Billing → Payments to see all payments.

Payment List

The list displays:

• Payment date
• Client
• Amount
• Payment method
• Associated invoice
• Reference/check number

Filtering Payments

Filter by:

• Date range
• Client
• Payment method
• Amount range

Recording a Payment

From Invoice

1. Open the invoice
2. Click Record Payment
3. Enter payment details:
   • Amount - Payment amount
   • Date - Payment date
   • Method - How they paid
   • Reference - Check number, transaction ID
4. Click Save

From Payments Module

1. Click + Record Payment
2. Select the Client
3. Select the Invoice (or invoices)
4. Enter payment details
5. Click Save

Payment Methods

Method	Description
Check	Paper check
Credit Card	Card payment
ACH/Bank	Bank transfer
Wire	Wire transfer
Cash	Cash payment
Other	Other methods

Partial Payments

Handle partial payments:

1. Record payment for amount received
2. Invoice shows remaining balance
3. Invoice status changes to "Partial"
4. Record additional payments as received

Overpayments

When payment exceeds invoice:

• Record full amount
• Creates credit on account
• Apply credit to future invoices

Payment Allocation

When a client has multiple invoices:

1. Record the payment
2. Allocate to specific invoices
3. System can auto-allocate (oldest first)

Payment Receipts

Generate receipts for clients:

1. Open the payment record
2. Click Generate Receipt
3. Download PDF or email to client

Refunds

To record a refund:

1. Open the original payment
2. Click Refund
3. Enter refund amount (full or partial)
4. Select refund method
5. Click Process Refund

Accounts Receivable

Monitor outstanding payments:

• Current - Not yet due
• 1-30 Days - Slightly overdue
• 31-60 Days - Moderately overdue
• 61-90 Days - Significantly overdue
• 90+ Days - Severely overdue

A/R Aging Report

View aging report:

1. Go to Reports → A/R Aging
2. See breakdown by age bucket
3. Identify collection priorities

Payment Reminders

Send reminders for unpaid invoices:

• Automatic reminders (configurable)
• Manual reminder from invoice
• Customizable reminder templates

Best Practices

1. Record promptly - Enter payments when received
2. Match to invoices - Apply to correct invoices
3. Keep references - Store check numbers, transaction IDs
4. Follow up on overdue - Don't let receivables age
5. Reconcile regularly - Match with bank statements
6. Use consistent methods - Standardize payment processes