Payments

Open Payments

Overview

The Payments screen provides a consolidated ledger of every payment recorded against your firm’s invoices. While payments can also be recorded from within an individual invoice, this screen gives you the full picture: total cash collected by date range, partial versus full payments, payment method breakdown, and quick access to the linked invoice for each record. This view is particularly useful for end-of-month cash reconciliation and answering client queries about payment history.

The Payments list view with method badges and links to source invoices.

1. (1) Date range filter — narrow payments by collection date
2. (2) Payment Method filter — filter by Cheque, EFT, Credit Card, Cash, or Other
3. (3) Total Collected summary — sum of all payments in the current filtered view
4. (4) Invoice link — click to open the source invoice
5. (5) Record Payment button — add a payment outside the invoice workflow

Screen Layout

Toolbar (top): Date range picker (defaults to the current month), Client filter dropdown, Payment Method filter, and the Record Payment button.

Summary strip: Displays the total amount collected for the filtered period, total number of payment records, and a breakdown by payment method (e.g., EFT: $12,400 · Cheque: $3,200).

Payments table: Sorted by Payment Date descending. Columns: Payment Date, Client, Invoice #, Invoice Amount, Payment Amount, Balance After, Payment Method, Reference #, Actions.

UI Elements

Toolbar

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Date Range

Filter payments by the date the payment was recorded. Quick presets: Today, This Week, This Month, Last Month, Custom.

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Client Filter

Multi-select dropdown to show payments from one or more specific clients.

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Payment Method Filter

Options: All, Cheque, Bank Transfer (EFT), Credit Card, Cash, Other.

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Record Payment

Opens the Record Payment drawer. Use this to log a payment when you are not starting from a specific invoice.

Table Columns

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Payment Date

The date the payment was received. Sortable.

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Client

The client who made the payment. Links to the client profile. Sortable.

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Invoice #

The invoice number this payment is applied to. Click to open the source invoice. Sortable.

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Invoice Amount

The original total of the linked invoice.

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Payment Amount

The amount recorded in this specific payment record. May be less than the invoice amount for partial payments. Sortable.

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Balance After

The invoice’s outstanding balance after this payment was applied. Zero indicates the invoice was fully settled.

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Payment Method

Badge showing Cheque, EFT, Credit Card, Cash, or Other.

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Reference #

Optional reference identifier entered when the payment was recorded (cheque number, transaction reference, etc.).

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Row Actions

Options: Edit, View Invoice, Delete.

Record Payment Drawer Fields

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Invoice

Required. Select the invoice to apply this payment against. Searching by client name or invoice number filters the dropdown. The outstanding balance is displayed once an invoice is selected.

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Payment Amount

Defaults to the full outstanding balance of the selected invoice. Reduce for partial payments.

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Payment Date

Required. The date the payment was received. Defaults to today.

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Payment Method

Dropdown: Cheque, Bank Transfer (EFT), Credit Card, Cash, Other.

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Reference Number

Optional. Cheque number, EFT trace number, or other identifier for cross-referencing bank statements.

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Notes

Optional internal notes about this payment (not visible to the client).

Actions

Record a Payment

1. Click Record Payment in the toolbar. The Record Payment drawer opens.
2. In the Invoice field, type the client name or invoice number to search, then select the correct invoice from the dropdown. The outstanding balance is shown automatically.
3. Enter the Payment Amount. It defaults to the full outstanding balance; adjust it for a partial payment.
4. Set the Payment Date to the date the payment was actually received.
5. Select the Payment Method.
6. Enter an optional Reference Number (e.g., cheque number 1042).
7. Click Save Payment. The payment appears in the Payments list and the linked invoice’s outstanding balance decreases accordingly. If fully paid, the invoice status changes to Paid.

Edit a Payment Record

1. Click ⋯ → Edit on the payment row. The Edit Payment drawer opens with the current values pre-filled.
2. Modify the payment amount, date, method, or reference number as needed.
3. Click Save. The linked invoice’s outstanding balance recalculates automatically based on the corrected amount.

Delete a Payment Record

1. Click ⋯ → Delete on the payment row.
2. Confirm the deletion in the dialogue. The payment is permanently removed.
3. The linked invoice’s outstanding balance and status revert immediately — if the invoice was Paid, it will revert to Sent or Overdue depending on the due date.

View the Linked Invoice

1. Click the Invoice # link in the table row, or click ⋯ → View Invoice.
2. The Invoice detail drawer opens, showing all line items, payment history, and current status for that invoice.

Related

• Invoices — Create and manage invoices; record payments from within an invoice
• Reconciliation — Match bank statement deposits to recorded payments during reconciliation
• Reports — Billing summary and revenue reports include payment data