Record a payment or mark an invoice paid

Q: The client paid a down payment: what should I do?

Record the amount received with Record a payment. The invoice stays open for the balance due and keeps being reminded.

Q: Can I correct the payment date?

Yes: in the Finance list, click the date in the Paid At column of a paid invoice (permission required).

Q: The client paid slightly less because of bank fees: what should I do?

Use Set as Paid, or let bank reconciliation record the gap as bank fees.

When a client pays, you can record the amount received by hand or let bank reconciliation do it from your statements. Partial payments are tracked until the invoice is settled.

How do I record a payment or mark an invoice paid?: Krak Stack screen (demo data) — Figure 1. Payments matched with invoices in the bank reconciliation. Demo company, fictitious data.

How do I record a payment or mark an invoice paid?: Krak Stack screen (demo data) (phone) — Figure 1. Payments matched with invoices in the bank reconciliation. Demo company, fictitious data.

Steps

Open Finance and click the sale invoice.
For an amount received, click Record a payment and enter the Amount received, the Received on date and, if possible, the Transfer reference.
To settle the invoice directly, click Set as Paid and enter the payment date.
For several invoices, tick them in the list, click Mark as paid and choose the date.
To work from your bank movements, click Bank reconciliation at the top of the Finance list. See Reconcile payments.

Good to know

Record a payment is only possible on a Sent or Overdue sale invoice that still has a balance due. The amount cannot exceed that balance.
Until the invoice is settled, it shows the Partial badge and the Balance due column shows what is missing. The Partially paid filter groups them.
When the payments clear the invoice, it becomes Paid on the date of the last payment.
Set as Paid on a partly paid invoice records the rest as a Settled gap.
A purchase invoice can be marked paid from the draft stage.
Bulk Mark as paid skips drafts, invoices already paid and proformas: the window tells you how many invoices will be processed.
The invoice's Payments received section lists each payment and its origin. Remove a payment removes a manual entry or a settled gap; a paid invoice then returns to Sent or Overdue.
Cancel payment returns a paid invoice to its previous status and clears its collection date. A trading deal already completed stays completed.
The Origin column shows how the invoice was settled: Manual entry, Reconciled, System or Settled by credit note.
Marking paid, recording and canceling a payment require specific permissions.

Frequently asked questions

The client paid a down payment: what should I do?

Record the amount received with Record a payment. The invoice stays open for the balance due and keeps being reminded.

Can I correct the payment date?

Yes: in the Finance list, click the date in the Paid At column of a paid invoice (permission required).

I marked the invoice paid by hand, then the transfer arrived in the bank: what now?

In bank reconciliation, attach the transfer to the invoice already paid. The invoice and its payment date do not change.

Why does Remove a payment not offer the bank payment?

A payment that came from reconciliation is removed from reconciliation, with Cancel the match.

Why is the Record a payment button missing?

The invoice is a draft, already settled, a purchase or a proforma, or you lack the required permission.

The client paid slightly less because of bank fees: what should I do?

Use Set as Paid, or let bank reconciliation record the gap as bank fees.

How do I record a payment or mark an invoice paid?