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Overview

When a client pays outside VisaFlo, by Interac e-Transfer, wire, cash, cheque or a card you took yourself, record the payment on the invoice. You can record how it was paid, the transfer or cheque reference, and any bank charges. The invoice balance, the Payment History list and the receipt PDF all use what you enter. Payments made through a VisaFlo Stripe link record themselves. You don’t need to enter them.

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Record a payment on an invoice

  1. Open the invoice and go to the Payment History tab.
  2. Select Record Payment. The amount starts at the balance still due.
  3. Check the Payment Date and Amount.
  4. Choose the Method: Interac e-Transfer, Bank transfer / wire, Cash, Cheque, Card (outside VisaFlo), or Other. Nothing is chosen for you, so you can’t record a payment without saying how it was paid.
  5. Optional: enter the Reference, for example the Interac reference, the wire transaction number or the cheque number.
  6. Optional: enter Bank charges if the bank kept a fee, for example on an international wire. Enter the full amount the client paid as the Amount; VisaFlo shows the Net amount your firm received under the charges.
  7. If the client paid in more than one transfer, select Add Payment for each one.
  8. Select Record Payment.

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Record a payment on one stage

On an invoice billed in stages, record each payment against the stage it pays.
  1. Open the invoice and select Record Payment.
  2. Beside the stage, select Record offline payment. The amount starts at that stage’s balance.
  3. Choose the Method, and enter the Reference and Bank charges if you have them. Add a Note if your team needs one.
  4. Select Record payment.
To mark every unpaid stage paid at once, open the invoice for editing and choose Paid — record payment… in the status list. The Record full payment dialog records one payment per unpaid stage, with the method, reference and charges you choose.

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Correct a payment

In Payment History, open the menu at the end of the payment’s row:
  • Choose Edit to change the date, amount, method, reference or bank charges, then select Save Changes.
  • Choose Delete to remove a payment that was recorded by mistake.
Two kinds of payment can’t be changed here:
  • A payment made through a Stripe link shows Paid online. Refund it in Stripe instead.
  • A payment from trust says Paid from trust — change it in Trust Accounting.
Older payments recorded before methods existed may have no method. When you edit one, you can leave the method empty or choose one.

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What happens next

  • The invoice’s paid amount and balance update, and the invoice is marked Paid when nothing is left to pay.
  • Payment History shows each payment’s method and reference.
  • Download PDF in Payment History creates a receipt that lists each payment with its method and reference.

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Troubleshooting

“Someone else changed this invoice’s payments while you were saving.” A colleague recorded, edited or deleted a payment on the same invoice while you were saving. Nothing you entered was saved. Record Payment keeps what you typed and updates the paid amount: check whether your colleague already recorded the same money before you select Record Payment again. When you were editing or deleting a payment, the list reloads so you can see the current payments first. The save failed with a network error. Select Record Payment again. If you closed the dialog, open Record Payment again on the same invoice without reloading the page: the rows you entered come back. A payment that already reached VisaFlo before the error isn’t recorded a second time. If you reloaded the page, check Payment History before you record the payment again. “Choose how it was paid” or “Bank charges must be less than the amount received”. Choose a method, and make sure the bank charges are smaller than the amount the client paid.