Record a payment on an invoice

When a client pays an invoice, you record the payment in InnoBooks to keep the balance accurate. The payment is added to the invoice’s Payment section, updates the Total Payment Amount, and moves the invoice from unpaid toward paid. Here’s how.

What you’ll need #

• An invoice already created and saved in InnoBooks.
• The amount actually received from the client and the payment method.
• Permission to edit invoices.

Steps #

1. Open the invoice

   From the menu, open the Invoices page, then click the invoice to view its detail page. At the top, the Invoices page shows the invoice number and a status badge.

2. Switch to Edit mode

   Click Edit at the top right. The invoice form opens. Scroll down to the Payment section at the bottom of the form.

3. Add a payment

   In the Payment section, click Add Payment. The Payment window opens.

4. Enter the amount, date and method

   To clear the invoice in one go, tick Paid in Full (the remaining balance is shown next to it): the Amount Paid fills in automatically. Otherwise, enter a partial Amount Paid. Pick the Payment Date, then the Payment Method: Cash, Transfer or By card. Click Save.

5. Review and save the invoice

   The payment now appears in the table and the Total Payment Amount updates. Click Save to save the invoice. On the detail page, the Amount Due reflects the total minus the payments received.

Tips & edge cases #

• The Amount Paid is capped at the remaining balance: if you type more than what’s owed, it’s automatically reduced to the balance.
• Ticking Paid in Full fills the amount with the remaining balance. Conversely, typing exactly that balance ticks the box for you.
• All three fields — Amount Paid, Payment Date and Payment Method — are required.
• Partial payments: record each instalment separately. Each payment shows on its own row and the balance drops as you go.
• Corrections: use the action icons at the end of a payment row to edit or delete it.
• Shortcut: the More menu on the detail page offers Mark as Paid to clear the invoice in one click.

Frequently asked questions #

How do I mark an invoice fully paid in a single click? #

On the invoice detail page, open the More menu and click Mark as Paid. The invoice is immediately flagged as paid without entering a payment row.

Can I record a partial payment? #

Yes. In the Payment window, enter an Amount Paid lower than the balance and leave Paid in Full unchecked. The remainder stays due and you can record further instalments later.

Which payment methods can I choose? #

The Payment Method field offers Cash, Transfer and By card.

What happens if the amount I enter is more than the balance? #

InnoBooks automatically reduces the Amount Paid to the remaining balance. You can’t record a payment larger than the amount due on the invoice.

Related articles #

• Track your accounts receivable aging
• How to create and send an invoice