Record Invoice Payments
Track manual and online payments against invoices.
Payments show how much has been paid and what remains due. Record a payment when money was received outside an online payment flow or when you need to correct an invoice balance.
Use manual payment recording carefully. It changes the finance record even when no online payment provider event exists.
Record a Manual Payment
- Open Finance > Invoices.
- Open the invoice that received payment.
- Choose the payment or record-payment action.
- Enter the amount received.
- Choose the payment date and method.
- Add a reference or note when useful.
- Save the payment.
Use the amount that actually cleared, not the amount expected. If bank fees, partial transfers, chargebacks, or currency differences apply, document them in the note and resolve the remaining invoice balance according to your accounting process.
Do not record a promised payment. Record payment only after money has cleared or your finance process treats it as received.
Online Payments
When customers pay through a connected payment provider, Agiled records the payment from the payment flow. Review the payment record if the customer reports a failed payment, duplicate payment, or missing receipt.
Do not add a manual payment for an online payment until you have checked the provider dashboard and the invoice payment history. A delayed webhook or sync can make a payment look missing for a short time.
If the provider shows a successful payment but Agiled has not updated, collect the provider transaction ID, invoice number, payment timestamp, and customer email before retrying or recording anything manually.
What to Check
Confirm that:
- The payment is linked to the right invoice.
- The amount matches what was received.
- The payment date matches your accounting record.
- The payment method is accurate.
- Any reference number is saved for later reconciliation.
Partial And Overpayments
If the received amount is less than the invoice total, record the actual partial payment and leave the remaining balance visible. If the customer pays more than expected, review whether the difference is a bank fee reversal, duplicate transfer, credit, or amount that should be refunded before editing the invoice or recording another payment.
Do not hide a payment mismatch by changing line items after the invoice has already been sent unless your finance process clearly records the correction.
Payment Statuses
An invoice may remain partially paid if the payment is less than the full total. When the full balance is paid, the invoice should show as paid.
If the invoice status does not match the balance, review discounts, taxes, credits, refunds, deleted payments, and currency before changing the status manually. The status should follow the actual payment history.
Reconciliation Notes
Use the reference or note field for bank transfer IDs, check numbers, gateway transaction IDs, or accounting references. This makes month-end reconciliation easier and helps support investigate duplicate or disputed payments later.
If a manual payment was recorded against the wrong invoice, correct the record before sending receipts or statements to the customer.
After recording a manual payment, open the invoice preview or customer-facing link and confirm the balance due, payment history, and status are accurate. This prevents a customer from receiving a reminder for an invoice that was already paid offline.
Correction Workflow
If a payment was entered incorrectly, document the issue before correcting it. Check whether receipts, reminders, reports, or accounting exports already used the incorrect payment. Then adjust the payment record or invoice according to your finance process and recheck the invoice balance.