Record a payment
Log an offline payment — bank transfer, cash, or cheque — against an invoice. Set the amount, date received, an optional note, and a processing fee.
When a client pays outside Hoursmith — by bank transfer, cash, or cheque — record it so the invoice shows as paid and your payment history stays accurate.
- Role
- OwnerAdmin
Recording a payment is Owner/Admin only. (Card payments through Stripe are recorded automatically.)
Record an offline payment
Open the invoice
Open the Sent invoice and choose Record payment. The dialog notes it's for offline payments (bank transfer, cash, cheque).
Confirm the amount and date
The Amount is prefilled to the balance due, and Date received defaults to today. Adjust either if needed.
Add a note (optional)
Use Note for a reference — the placeholder suggests something like a bank transfer ref.
Add a processing fee (optional)
Use + Add processing fee collected to note a fee you absorbed. This is recorded on the payment and never changes the invoice balance.
Save
Save the payment. Recording the full balance brings the invoice to Paid.
Partial payments are supported. Record less than the balance and the invoice's payment status becomes partially paid, with the remaining balance still due. Record the rest later to reach Paid.
Payment status vs invoice status
The invoice status (Draft / Sent / Paid / Cancelled) is separate from its payment status (unpaid, partially paid, paid, refunded). Recording payments drives the payment status; the invoice reaches Paid once the full balance is covered. See Statuses.
What happens next
- The payment appears in the invoice's read-only payment history (visible in the peek drawer and on the detail page).
- Recording a payment is metadata only — it never changes the invoice's lines or totals. See Immutable snapshots.
- For deeper detail and refunds, see the Payments section.
Tips
- The processing fee field is for your records — it tracks what a transfer cost you without altering what the client owed.
- Recorded the wrong amount or need to reverse it? See Refunds.