Record manual payments
Log a payment a client made by bank transfer or cash. Available on every plan, no Stripe required.
When a client pays outside Hoursmith — a bank transfer or cash — you record that payment yourself so the invoice reflects what's been received. Manual payments work on every plan and don't need Stripe.
- Plan
- FreeStudioAgency
- Role
- OwnerAdmin
Recording payments is available on all plans. Only an Owner or Admin can record a payment.
Record a payment
Open the invoice
Open the invoice the client paid.
Click Record payment
Click Record payment. The Amount is prefilled to the balance due — adjust it for a partial payment.
Fill in the details
Set the Date received. Choose Received via to record which of your payment methods the money arrived through (e.g. "Main bank account") — or leave it as Not specified. Optionally add a Note and the processing fee collected — when the chosen method has a fee configured, this field pre-fills from it (still editable).
Optionally email a receipt
Flip Email a receipt on to send the client a receipt for this payment (it's off by default). A failed send never undoes the payment.
Save
Save the payment. It's added to the amount paid; once the balance reaches zero the invoice becomes Paid. The payment history and the public invoice show which method the money came through.
Recording a partial amount is fine — log each payment as it arrives and the invoice tracks the running balance.
Bank-transfer instructions on invoices
Add bank-transfer and other manual methods (with their account details and instructions) in
Settings → Payments (/settings/payments, Owner/Admin) — see
Payment methods. The methods an invoice offers are
snapshotted onto it, so the client sees how to pay you and the wording on a past invoice never
changes after the fact.
Card vs manual
- Card payments through Stripe record themselves automatically.
- Manual payments are for anything you collect outside Hoursmith and enter by hand.
You can offer both on the same invoice — see Payment methods.
Troubleshooting
- The invoice is locked and I can't record a payment. Cancelled invoices can't take payments; see Cancel and restore.
- I recorded the wrong amount. Issue a refund to correct an overstated manual payment, or contact support for tangled cases.
Accept card payments
Let clients pay sent invoices by card through Stripe Checkout, with payments recorded automatically and invoices flipped to Paid.
Payment methods
Configure named card and bank-transfer methods, choose which appear on each invoice, and add an optional processing fee (percentage or flat) to any method.