How To Manage Payments On An Invoice

What this does

This guide explains the payment actions available on an invoice detail page in Invoice.

Use it when you need to take payment, record an external payment, or record a refund against an invoice.

Before you start

• The invoice should already exist.
• A working payment setup should already be in place if you want to take card payments inside the app.

Why this matters across the suite

Invoice collection is not separate from the rest of the operational workflow.

When payment history is recorded correctly here, the billing record, customer-facing portal, and account follow-through stay aligned.

Steps

1. Open Invoice.
2. Open the invoice you want to work on.
3. Use Take Payment when you are charging a saved card or in-app payment method.
4. Use Use Total if the full balance should be collected.
5. Add an Internal note if the payment needs context.
6. Confirm with Take Payment.
7. Use Record Payment when the payment happened outside the in-app card flow.
8. Complete fields such as:

• Amount
• Date received
• Payment type
• Reference
• Internal note

1. Confirm with Record Payment.
2. Use Refund when money needs to be returned.
3. Complete fields such as:

• Refund amount
• Refund date
• Refund type
• Reference
• Internal note

1. Confirm with Record Refund.

Common mistakes

• taking a payment without checking whether the balance should be partial or full
• recording an external payment without leaving a useful internal reference
• refunding the wrong payment path without checking the original card or payment method

What to do next

If the customer should be able to pay or review the balance themselves, continue to the customer portal settings and public invoice flow.

Related guides

• Invoice: How to create or edit an invoice or estimate
• Invoice: How to manage invoice payment settings
• Invoice: How to manage invoice customer portal settings