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Payment Tracking & Recording

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Payment Tracking & Recording gives you a real time view of every payment made, missed, or pending across your business. It automatically logs each transaction, updates invoice status, and keeps your financial records accurate without any manual work.

Flexible Payment Recording

Cash log in-person payments with the date, amount, and any reference notes.
Bank Transfer record transfers using the bank reference number for easy reconciliation against your statement.
Cheque log cheque payments with the cheque number and clearing date.
Online Gateway when a client pays through an embedded payment link, the payment is recorded automatically, no manual entry required.
Partial Payments record part-payments and watch the remaining balance update instantly.
Credit Notes apply compliant adjustments against any invoice without deleting the original record. Every adjustment is logged with timestamp and user attribution.
Payment tracking and recording

Payment Status at a Glance

Every invoice carries a clear, colour-coded status so you know exactly where each one stands the moment you open your dashboard.

Status Indicator What It Means
Paid
Invoice fully settled. No further action required.
Partly Paid
Amber Partial payment received. Exact remaining balance displayed.
Unpaid
Red No payment recorded. Automated reminders are active.

Cash Flow Benefits

Real-time balance updates your liquidity position reflects every recorded payment immediately.
Faster reconciliation match incoming bank alerts to open invoices using reference numbers.
Customer payment patterns identify chronic late-payers and adjust credit terms before beginning new work.
Credit note compliance all credit notes are NRS-compliant adjustments, correctly structured for your audit trail.

Frequently Asked Questions

Can I record a payment in a foreign currency?

Payments are recorded in the currency assigned to the business profile that issued the invoice. If your business invoices in GBP, payments are recorded in GBP.

What happens when I record a payment on a partly-paid invoice?

The system calculates the new outstanding balance, updates the invoice status, and adjusts any active reminder schedule to reflect the correct amount still owed.

Can I undo a payment entry if I made a mistake?

Yes. Payment records can be edited or reversed by users with Admin or Primary account access. All changes are logged with a timestamp.

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