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Invoices

How to record a payment on an invoice

Record a check, bank transfer or cash payment, apply a retainer or a credit memo, and keep the balance right.

Written By Julia M.

Overview

Record payments your client made outside Workroom, like a check or a bank transfer. Payments your client makes online from the invoice are recorded for you.

Watch it: the Finances lesson in Campus, step 4, “Invoice and get paid”, chapter 4, “Record a payment” (starts at 1:00).

Steps

  1. Open the invoice and go to its Payments tab. You can also click the invoice in All documents and use the Payments tab in the side panel.

An invoice’s Payments tab with the totals, the payment schedule and recorded payments

  1. Click Record payment.

  2. Choose the Payment method: Credit Card, Debit Card, Bank Transfer, Check, Cash or Other.

  3. Enter the Amount and the Date.

  4. Under Apply to, pick the schedule row it pays, like the progress payment. Schedule balance after shows what will be left on that row.

  5. Add a Transaction ID, like a check or wire number, and Remarks if you like.

  6. Check After this payment at the top, then click Record payment.

Record payment dialog: a $2,000 check applied to the progress payment

Apply a retainer or a credit

In the same dialog, choose Apply Retainer to draw on a retainer on this project, or Apply Credit to use a credit memo from this project.

Record payment dialog with Apply Credit chosen

What happens next

  • The new balance shows at once: on the invoice, its PDF and your list.

  • The Payment column moves to Partially paid, then Paid when nothing is left.

  • You can edit or delete any payment you recorded.

Good to know

  • A payment can never be more than what is owed.

  • Apply Retainer needs a retainer on the same project with money available.

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