Record payments and receipts

Overview

Payments and receipts close the loop on billing. After you create and send invoices, record incoming funds against open balances and generate receipts so customers and auditors have a clear paper trail.

Record a payment

1. Open Finance → Payments
2. Select the customer or company
3. Choose the payment method (bank transfer, cash, card, cheque) and the receiving bank account from Payment settings
4. Link one or more open invoices, or leave as an unallocated advance
5. Confirm to update invoice status and customer balance

Partial payments are supported. The invoice stays Open until the remaining balance reaches zero. Each confirmed payment reduces exposure counted toward credit control and limits.

Please note:

• Unallocated customer credits reduce credit exposure but do not close invoices until you apply them to open bills (see Create and send invoices).
• Petty-cash accounts cannot receive customer receipts — use a standard bank account from Payment settings for invoice settlements.

Issue a receipt

Receipts confirm that payment was received. You can generate a receipt from a completed payment or from Finance → Receipts.

Receipt field	Purpose
Receipt number	Unique reference for customer and accounting
Payment date	When funds were received
Amount	Total applied in this transaction
Linked invoices	Which bills this payment settles
Payment method	How the customer paid

Payment allocation flow

flowchart LR
  A[Customer pays] --> B[Create payment]
  B --> C{Allocate to invoices?}
  C -->|Yes| D[Apply to open invoices]
  C -->|No| E[Hold as customer credit]
  D --> F[Update invoice balance]
  E --> F
  F --> G[Generate receipt]
  G --> H[Reflect in reports]

Reconciliation tips

• Match bank deposits to payment records daily when volume is high
• Use unallocated payments for prepayments, then apply them when invoices are issued
• Void or reverse payments only through the finance reversal workflow so audit history stays intact
• When accounting is enabled, confirmed payments post to the ledger per mappings in Accounting and capital

Access to record payments and print receipts requires payments and receipts permissions in your role.