Recording Payments

Recording payments helps keep invoice balances accurate and provides a clear record of customer payments.

Payments can be recorded directly against an invoice, allowing you to track what has been paid and what remains outstanding.

Recording a Payment

Payments can be recorded from the invoice details screen.

When recording a payment, you can enter information such as:

• Payment amount

• Payment date

• Reference number

• Notes

This information helps create a clear record of how and when a payment was received.

Full Payments

If the customer pays the invoice in full, the entire outstanding balance can be recorded against the invoice.

Once the invoice balance reaches zero, the invoice will be marked as paid.

Part Payments

Invoices can also accept part payments.

This is useful when a customer pays only part of the invoice value, such as a deposit or staged payment.

FieldHive automatically updates the remaining balance after each payment is recorded.

Outstanding Balances

Invoice summaries display:

• Total invoice value

• Amount already paid

• Remaining balance

This makes it easy to see how much is still outstanding without needing to calculate it manually.

Payment History

Every recorded payment is stored against the invoice.

This provides a clear payment history that can be reviewed whenever needed.

Keeping payment records organised helps reduce confusion and provides a useful audit trail for future reference.

Correcting Mistakes

If a payment has been recorded incorrectly, it can be removed from the invoice.

This helps ensure invoice balances remain accurate and reflect the actual payments received.

Keeping Records Accurate

Recording payments promptly helps maintain accurate financial records and provides a clear picture of outstanding customer balances.

Keeping invoice information up to date makes it easier to manage cash flow and follow up on unpaid invoices.