Record a payment

  1. Open the invoice and press “Record a payment” under “Payments received”.
  2. Enter the amount received, the day received and how it was paid, with a reference or a note for your team if you like, then press “Save the payment”.

To record the whole balance at once, press “Record the full amount”. You can't record more than is left on the invoice. This is your team's record: it doesn't move money or confirm a bank transfer.

Once a payment is recorded, the fee and the start and due dates stay as they are. To cancel a payment recorded by mistake, press “Cancel the payment” and give the reason: the person who recorded it can cancel it within a day, and after that only the account owner. The cancelled payment stays visible in the history.

One payment for several invoices

If the client paid one amount for more than one invoice, open the “Sales and fees” tab on the client's page and press “Record a payment from the client”. The amount is split across the unpaid invoices, the oldest due first, and you can change the split before saving. It can't be more than the total left to pay.

Instalments

If you agreed with the client to pay in parts, press “Split into instalments” on the invoice and choose “Two equal instalments” or “3 monthly instalments”, or set the parts yourself. They must add up to the fee exactly. Each payment received goes to the oldest instalment first, and the invoice is overdue as soon as an instalment's day passes unpaid.

To collect

Today and the “Sales and fees” tab show “To collect”: invoices that are overdue or due soon. For each one:

  • “Payment reminder”: a ready text in the contact's language that you edit, then send yourself to the billing contact with “Send by email” or “WhatsApp”. Nothing goes until you press.
  • “Remind me later”: puts the invoice aside for a short time, then it comes back to the list; you see the day it returns.
  • “Disputed”: if the client disputes the invoice, choose “Mark as disputed” and write a note for your team. Reminders pause and what's owed doesn't change. To remove the mark, press “Clear the dispute”.

Payments, collection and statements stay available for the placements on record after the Agency plan ends. To send a summary of every invoice: How do I send a client a statement?