Mark an Invoice as Paid

Who This Is For

Users who need to record a payment against an invoice after receiving payment from a customer.

What You'll Accomplish

By the end of this article, you will be able to:

  • Record a payment on an invoice
  • Select the payment method
  • View the updated payment status

Before You Start

Make sure you have:

  • An invoice that has been created
  • Payment received from the customer
  • The client_billing permission

Step 1: Open the Invoice

Option A — From the Quote:

  1. Open the quote that was invoiced
  2. The invoice details are visible in the quote

Option B — From Invoices Dashboard:

  1. Go to Invoices in the sidebar
  2. Find the invoice in the list
  3. Click to open it

Step 2: Open the Payment Modal

  1. Click Mark Paid or Record Payment button
  2. The payment modal opens

Step 3: Enter Payment Details

  1. Payment Amount — Auto-fills with total due (adjust for partial payments)
  2. Payment Method — Select from dropdown:
    • Check
    • Credit Card
    • Cash
    • Wire Transfer
    • PO (Purchase Order)
  3. Reference — Optionally enter check number, transaction ID, etc.
  4. Date — Payment date (defaults to today)

Step 4: Confirm the Payment

  1. Review the payment details
  2. Click Save or Mark Paid
  3. A confirmation message appears
  4. The invoice status updates

What Happens After Marking Paid

  • Invoice status changes to Paid
  • Quote status may update to Complete
  • Transaction is recorded in payment history
  • Customer can be notified (optional)

Payment Methods Explained

MethodWhen to Use
CheckCustomer paid by check
Credit CardCard payment (manual entry)
CashCash payment
Wire TransferBank transfer
POPurchase order reference
Note: For automatic credit card processing, use the Payment Link feature instead.

Troubleshooting

Problem: Mark Paid button is missing

Cause: Invoice already paid, or you lack permission.

Solution: Check invoice status. Verify you have billing permission.

Problem: Partial payment not reflecting correctly

Cause: Multiple payments needed for full amount.

Solution: After recording partial payment, the remaining balance shows. Record additional payments as received.

Problem: Wrong payment method selected

Cause: Selected wrong option.

Solution: You may need to void and re-record the payment, or contact support.

See also