You can record a payment manually when a customer pays an invoice outside the system (such as cash, check, credit card, bank transfer, etc.)
Recording a payment automatically updates the invoice balance and project financial data.
Before You Start
Have access to the Invoices module (Should enable permissions for the user with the proper role in Team)
Know which project and invoice the payment applies to
Steps to Record a Payment
Go to the Invoices module
Locate the project in the Invoice table
Click the Customer Name/Project Name to open the project
In the Project Invoicing page, either scroll to the Unpaid / Partial Paid Invoices section or click on the Action button dropdown.
Click Record Payment
In the Record Payment window, enter the payment details:
Date Paid — Select the payment date
Payment Method — Choose how the payment was made (cash, check, wire, credit card, other)
Amount Paid — Enter the amount received
Notes (optional) — Add any relevant information related to the payment
Upload (optional) — Attach proof of payment like receipts, screenshots, invoices, etc.
Click Save
Allocate the payment to the proper Invoice. The user can divide and allocate the payment to multiple invoices, and click "Save"
Choose whether to send a receipt via email to the customer or Skip.
If sending the receipt:
Click "Send Receipt," and you will view the receipt
The user can add a cover photo to the receipt. Click on the toggle and edit the image.
To share the invoice, use the following:
To send through, click "Send to Customer" or "Send via Email." Once clicked, it will open a pop-up with the editable email body and subject line. The user can also attach a file to the email.
Click "Copy Shareable Link" to share the link directly
Click "Send Link To My Email" to share the receipt with yourself.
Click on Download to get the PDF
What Happens Next
After saving the payment:
The invoice balance is updated
The payment appears in the Payments section
The project’s financial totals are updated automatically
If the full invoice amount is paid:
The invoice status changes to Paid
The invoice moves to the Paid Invoices section