Record and manage payments

Every payment you receive lowers what your client owes. Online payments are recorded for you. Record the rest yourself, so your invoices, statements and reports stay right.

Record a payment on an invoiceCopy Anchor Link

1. Open the invoice from Finance › Invoices.
2. Select Record payment.
3. Enter the amount that actually arrived, the payment date and the method.
4. Add a reference, such as the bank transfer ID or cheque number.
5. Save the payment.

You're done when the invoice shows the payment and its status changes to Partial or Paid.

If your client already selected I've sent this payment on the invoice, confirm their report instead, so the money isn't counted twice. See get paid by bank transfer.

Record a payment without an invoiceCopy Anchor Link

1. Open Finance › Payments and select New Payment.
2. Choose an invoice, or leave it on No Invoice.
3. Enter the amount, currency, date and method.
4. Set the status to Completed if the money has arrived, or Pending if you are still waiting to see it.
5. Choose the account if it was not filled in, then select Save Payment.

To finish a pending payment once the money arrives, open it and select Mark completed.

Refund or void a paymentCopy Anchor Link

1. Open the payment from Finance › Payments.
2. Open the actions menu next to the payment.
3. Choose Refund for a completed payment and enter how much to return, or Void for a pending payment that will never arrive.

For an online payment, check your payment provider's dashboard first, so you don't refund twice. To lower what a client owes without returning money, use a credit note.

How revenue is countedCopy Anchor Link

Revenue in Agiled is the money you actually received. The dashboard's Revenue card and the finance reports count it the same way:

• A payment counts on the date it was paid, not the date the invoice was issued.
• Part payments count as soon as they arrive.
• Refunds are taken off in the period the refund happened.
• Invoices that are sent but not paid don't count.
• A bank transfer your client reported counts only after you confirm it.

Expense figures on the dashboard and in Profit and Loss include only approved and paid expenses. To see what is still owed, use the Invoice Aging report.

Good to knowCopy Anchor Link

• If a client was charged online but the invoice still looks unpaid, check the provider's dashboard before recording anything. It can take a moment to update.
• Don't record a payment that has only been promised.
• To export payments, open Finance › Payments and select More › Export CSV. The file follows your filters, up to 10,000 rows.

RelatedCopy Anchor Link

• Get paid by bank transfer
• Manage invoices
• Revenue Summary report