Invoice payments
Every payment against invoices in one list (card, cheque, transfer, cash and credit), with receipts, filters, the CSV export and the Record payment dialog that spreads one payment over several invoices.
On this page
Payments is the one place to find and reconcile money received against invoices: card payments made online, payments you recorded (cheque, bank transfer, cash) and customer credit used on invoices, each with its receipt. Open it from the Collected card on Invoices or a customer's invoices tab. Everyone who can see invoices can open it; Record payment needs invoice edit rights (Admin, Operations Manager and Finance by default).
At a glance
| Area | What it shows or does |
|---|---|
| Header | Card fees and payouts (card payments page) and Record payment |
| Method tabs | All, Card, Manual, Credit |
| Toolbar | Search, the Received date range (All dates), Export |
| Table | One row per payment, with a row ⋯ menu |
Header buttons
| Button | What it does | Who sees it |
|---|---|---|
| Card fees and payouts | Opens Card payments: fees, net amounts and refunds of card payments | Card payment view rights (hidden on phones) |
| Record payment | Opens the Record payment dialog below | Invoice edit rights |
Filters
- All, Card (paid online through Stripe), Manual (recorded by your team) and Credit (customer credit applied to an invoice).
- Search invoice, customer, reference, receipt...
- Received date (All dates): the days the money was received: Today, Last 7 days, Last 30 days, Last 90 days, This month, Last month or any range on the calendar; the × beside it clears it.
- Export: a CSV of every filtered payment with Date, Receipt, Invoice, Customer, Customer ID, Method, Reference (or the Stripe payment ID), Cash, Credit applied, Total, Refunded, Reversed, Reversal reason and Notes.
The payments table
| Column | What it shows |
|---|---|
| Date | The day it was received |
| Receipt | The receipt number; click to open the receipt PDF |
| Invoice | The invoice it paid; click to open it |
| Customer | Who paid |
| Method | Card (Stripe), Credit, or for recorded payments Cheque, Bank transfer, Cash or Other. Badges: Reversed (hover for the reason), Refunded … |
| Reference | Cheque number or transfer reference |
| Credit | Customer credit used in this payment |
| Total | Cash plus credit; struck through when reversed |
| Notes | Your notes |
Row ⋯: Open invoice and Receipt PDF. Reversing a payment or refunding a card is done on the invoice page.
The Record payment dialog
For a cheque, bank transfer or cash that arrived outside the portal. One payment can cover several invoices of one customer; anything left over stays with the customer as credit.
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Customer | Search and pick | Yes | Fixed when opened from a customer or an invoice |
| Amount received | The amount on the cheque or transfer | Yes | Above 0 |
| Received on | The day the money arrived | Yes | Not in the future |
| Method | Cheque, Bank transfer, Cash, Other | Yes | |
| Reference | Cheque no. or transfer ref., up to 100 characters | No | Printed on the receipt |
| Notes | Up to 500 characters | No |
Applied to lists the customer's open invoices, and for a head office also the open invoices billed to it (each shows its branch's name; the payment is booked on that branch's invoice). The amount is spread oldest due date first; click Edit amounts to split it by hand, or Oldest first to go back. If the customer has no open invoices, the whole payment is kept as credit (left-over money from a head office payment stays on the head office's account). When a reversed payment left money owed on the account, a warning says so: the part of this payment not applied to invoices settles it first.
Click Record … to save. The payment gets one receipt number, and a toast offers Receipt. Invoices paid in full become Paid.
Opened from an invoice row (Record payment on Invoices), the whole payment goes to that invoice and starts at its amount due.
Empty and error states
- No payments yet: payments appear once an invoice is paid online or a payment is recorded. See open invoices lists what is owed.
- No payments match: nothing fits this method, period or search; Clear filters resets them.
- If the list can't load, an error with Try again shows instead.
Good to know
- A bounced cheque or a payment recorded by mistake is reversed from the invoice's Payments card (Reverse payment…), never deleted. The payment stays here marked Reversed.
- Card refunds are made from the invoice or from Card payments.
- Steps: Record and reverse payments.
Related articles
- How-toRecord and reverse paymentsRecord cheques, bank transfers and cash on one or several invoices, send receipts, undo a payment recorded by mistake and find any payment.
- Page guideInvoice detailOne invoice end to end: its status, every action (send, finalize, record payment, apply credit, credit note, reminder, statement, void, delete, PDF), the payments list, amounts with tax, details and history.
- How-toExport to QuickBooks, Xero or a spreadsheetDownload invoices or payments for a period as a CSV laid out for the QuickBooks Online or Xero importer, and find the other CSV exports.
- ConceptHow money moves in NemiRouteThe path of every dollar: an order's price and tax, the invoice, card, bank debit, manual and cash-on-delivery payments, credit, credit notes and refunds, statements and aging, and driver and staff pay from completed work.
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