> ## Documentation Index
> Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt
> Use this file to discover all available pages before exploring further.

# Record a Payment

> Record an e-transfer, wire, cash, cheque or card payment a client made outside VisaFlo, with its reference and any bank charges, so the invoice and your books match the bank.

## 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.

## 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**.

## 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.

## 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.

## 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.

## 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.


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