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Payments & Tracking

Track payment status, manage outstanding balances, and monitor cash flow. Get real-time insights into your invoice payments and maintain accurate financial records.

Payment Status Management

Draft

Not sent

Sent

Awaiting payment

Partial

Partially paid

Paid

Fully paid

Overdue

Past due date

Automatic Status Updates

  • • Overdue detection based on due dates
  • • Status badges on invoice lists
  • • Color-coded visual indicators
  • • Real-time status synchronization

Manual Status Control

  • • Update payment status anytime
  • • Add payment notes and references
  • • Mark partial payments
  • • Cancel or void invoices

Recording Payments

1

Select Invoice

Navigate to the invoice you want to update from your invoice list or client profile.

2

Click Record Payment

Select the 'Record Payment' button to open the payment recording dialog.

3

Enter Payment Details

Add payment amount, date, method (bank transfer, credit card, cash, etc.), and reference number.

4

Handle Partial Payments

For partial payments, enter the amount received. The system will calculate the remaining balance.

5

Save and Update

Save the payment record. The invoice status updates automatically based on the payment amount.

Payment Methods & Options

Bank Transfer

Traditional wire transfers and ACH payments

  • ✓ Reference numbers
  • ✓ SWIFT/IBAN tracking
  • ✓ Multi-currency support

Credit/Debit Card

Card payments via payment gateways

  • ✓ Transaction IDs
  • ✓ Processing fees
  • ✓ Instant confirmation

Digital Wallets

PayPal, Stripe, and other e-wallets

  • ✓ Email confirmations
  • ✓ Instant notifications
  • ✓ Transaction history

Check

Traditional check payments

  • ✓ Check numbers
  • ✓ Clearance dates
  • ✓ Bank details

Cash

Cash transactions and receipts

  • ✓ Receipt numbers
  • ✓ Collection dates
  • ✓ Collector names

Cryptocurrency

Bitcoin and other digital currencies

  • ✓ Transaction hash
  • ✓ Wallet addresses
  • ✓ Exchange rates

Outstanding Balance Management

Balance Tracking

  • Automatic Calculations

    Real-time balance updates after each payment

  • Aging Reports

    Track how long invoices have been outstanding

  • Payment Reminders

    Automated or manual follow-up notifications

Collection Tools

  • Email Templates

    Professional payment reminder emails

  • Statement Generation

    Client account statements with all outstanding invoices

  • Late Fees

    Configure and apply late payment penalties

Payment Timeline & History

1

Invoice Created

Invoice generated and saved as draft

Timestamp • User name • Invoice amount

2

Invoice Sent

Delivered to client via email or shared link

Timestamp • Delivery method • Client email

3

Invoice Viewed

Client opened and viewed the invoice

Timestamp • IP address • Device information

4

Partial Payment

Partial payment received and recorded

Timestamp • Amount • Payment method • Reference

5

Full Payment

Invoice fully paid and closed

Timestamp • Final amount • Payment method • Reference

Cash Flow Insights

Total Outstanding

$45,230

Across 12 invoices

Paid This Month

$128,450

From 34 invoices

Average Days to Pay

21 days

Net 30 terms

Overdue Amount

$8,750

3 invoices overdue

Payment Management Best Practices

Timely Recording

Record payments immediately to maintain accurate cash flow data

Document Everything

Always add payment references and notes for audit trails

Follow Up Promptly

Send reminders before invoices become overdue

Monitor Trends

Track payment patterns to identify slow-paying clients