Record a cash, cheque or bank transfer payment

Before you start

Card payments from a payment link, and Direct Debits you collect, are recorded by themselves, so there's no need to record them here. Record payment is for money that reaches you another way.

1. Open the invoice and choose Record payment. You can also choose Record payment on Payments, a tab in Money, or on the customer's page.
2. If you started from Payments, choose the Customer.
3. Under Invoice, choose the invoice it pays. Choosing one fills in what's still owed. For money that isn't for one invoice, such as a payment in advance, choose Towards their balance.
4. Choose the Method: Cash, Bank transfer, Card, Cheque or Other.

   

   

5. Check the Amount (£) and the Received on date. Add a Note (optional) if you like.
6. Choose Record payment.

The method you chose last time on this browser is chosen for you next time.

What happens next

The payment shows on the invoice and in Payments, and what the customer owes goes down. Once the invoice is paid in full, it shows as Paid. Pressing Record payment twice records one payment.

To email the customer a receipt, choose Send receipt next to the payment in Payments. It says Sent once it has gone.

Payments lists every payment, newest first. Under When, choose Last 30 days, Last 3 months, Last 12 months or All time, and search by customer or method.

A payment is never deleted. If one was recorded by mistake, mark it refunded on the invoice. See Refunds and payment mistakes.

If something goes wrong

• “That's more than the £… left on this invoice. Take £… against it, and the rest towards their balance.”: record two payments, one on the invoice and one Towards their balance.
• “This invoice is already paid. …”: choose Towards their balance instead.
• “A Direct Debit of £… for this invoice is on its way, so £… is left to pay.”: record only what's left, or wait for the Direct Debit.
• “That invoice isn't open for payment.”: it's a draft or void. Issue it first, or choose another invoice.
• “Only the owner can record a payment from more than 31 days ago.”: ask the owner to record it.
• “A different payment was already taken on this screen. Close it and start again.”: close Record payment and open it again.
• “Enter an amount in pounds.”: type the amount, like 25.00.

Who can do this

The owner and managers with Can see invoices, take payments and set prices. Only the owner can record a payment from more than 31 days ago. Accountants see payments but can't record them.