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Recording Payments

When an operator pays an invoice (check, wire, Zelle, etc.), record it to keep the AR dashboard accurate.

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Record a Payment

1

Go to Invoices

Navigate to the Invoices page
2

Find the Invoice

The invoice must have status: Sent, Viewed, Partial, or Overdue
3

Click Record Payment

Click the “Record Payment” button on that row
4

Fill in Details

  • Amount: Pre-filled with remaining balance. Adjust for partial payments.
  • Payment Date: Defaults to today. Change if needed.
  • Payment Method: Check, Wire, Zelle, ACH, Credit Card, or Other
  • Notes: Optional. Add check numbers, reference IDs, etc.
5

Submit

Review the remaining balance preview, then click “Record Payment”

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Partial Payments

If the operator pays less than the full amount:
  • Invoice status changes to Partial
  • The balance updates automatically
  • You can record additional payments later
  • When the total reaches the invoice amount, status changes to Paid

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Overpayment

If you enter more than the remaining balance, you’ll see a warning. You can still proceed (operators sometimes overpay and get credited later).

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Invoice Status Flow

Draft → Sent → Viewed → Partial → Paid
                  ↓         ↓
               Overdue → Written Off
StatusMeaning
DraftCreated, not sent yet
SentEmail sent to operator
ViewedOperator opened the email
PartialSome payment received
PaidFully paid
OverduePast 30-day due date
Written OffUncollectable, closed