Recording Payments

Overview

You can record one or more payments against a sent, overdue, or partially paid invoice. Cloudclerk tracks each payment individually and updates the invoice status automatically based on how much has been paid.

Recording a Payment

1. 1Open the invoice you want to record a payment for by clicking its row on the invoice list.
2. 2Click the Record Payment button in the top-right corner of the invoice detail page. This button appears for invoices with a status of Sent, Overdue, or Partially Paid.
3. 3

   In the Record Payment dialog, fill in the following fields:

   • Amount — defaults to the full amount due. Use the shortcut badges to quickly set Full Amount, Half, or Quarter, or type a custom amount for a partial payment.
   • Payment Date — defaults to today's date. Select a different date if needed.
   • Payment Method — choose from Bank Transfer, Card, Direct Debit, Cash, Cheque, or Other.
   • Reference (optional) — a free-text reference such as a bank transfer reference number.
4. 4Click Record Payment (or press ⌘+↵) to save.

Xero-Linked Invoices

If the invoice is linked to Xero, a Bank Account selector appears in the dialog. You must select a bank account before recording the payment. If only one bank account exists, it is selected automatically.

Automatic Status Updates

The invoice status updates automatically after a payment is recorded:

• If the total payments equal the invoice total, the status changes to Paid.
• If the total payments are less than the invoice total, the status changes to Partially Paid.

Viewing Payment History

All recorded payments are listed in the Payment History card on the invoice detail page. Each entry shows the payment Date, Amount, Method, Reference, and Recorded By.

What's Next?

• Credit Notes — issue a credit note if you need to adjust an invoice
• Voiding Invoices — void an invoice instead of accepting further payments
• The Invoice List — return to the main invoice list