Record a payment and send a receipt

Record every payment as it arrives so your invoices, customer balances and reports stay correct.

When a customer pays by cash, transfer, POS or cheque

1. In the sidebar, under Sales, open Invoices and find the invoice.
2. Open its menu and choose Record payment. The invoice opens at its Payments section. The option appears on an invoice that has been sent and still has a balance; send a draft first.
3. Check the Amount. It starts at the balance due; change it for a part payment. You cannot record more than the balance due.
4. Set the Date the money arrived.
5. Under Paid into, choose the bank or cash account the money went into.
6. Choose the Method: Cash, Bank transfer, POS, Cheque or Other. Add the transfer or teller Reference, and any Notes.
7. Click Record payment.

A part payment leaves the invoice Partial, showing what is still owed. When the balance reaches zero, the invoice is marked Paid.

When a customer pays online

On Business Cloud and above. With the client portal: once you have set up online payments with Paystack and your customer has a client portal account, your invoice carries a Pay online link. Your customer pays through Paystack with any method it offers them, and NairaHQ records the payment, with its receipt, once Paystack confirms it.

Sending a receipt

Every recorded payment gets a numbered receipt, such as RCT-00001. In the invoice's Payments list, choose Download receipt for a PDF, or Email receipt to send it to your customer with the PDF attached. Email receipt appears when the customer has an email address.

The receipt shows your business, the customer, the invoice, the amount, the date paid, the method and reference, and the balance still due.

Check it worked

The invoice's balance, and what the customer owes you, go down straight away. On Starter, the payment also counts as revenue in your Profit & Loss and on your dashboard, on the date it was paid.