Money arrives by cash, check, card, or bank transfer. Online payments record themselves; everything else takes ten seconds — and a stray payment can be matched to the right invoice after the fact.
Recording By Hand
Open an invoice with a balance and record the payment: the amount, the method, the date, and a note like a check number. The amount is validated against the remaining balance, so an invoice can never show more paid than it was for.
The invoice status follows automatically — Partial while a balance remains, Paid when it's settled. Payment history shows on the invoice, on the customer's copy, and in the exported PDF.
The customer's copy is a LINK, not an attachment. Copy invoice link (or Email the invoice) sends them a page that keeps showing the current balance, so a payment you record tomorrow appears there without you sending anything again — and it works for a customer who pays by check, with no Stripe involved. Export PDF is still there for a snapshot to file or hand over on paper.
- Cash, Check, Bank Transfer, ACH, Credit Card, Zelle/Venmo, Other.
- Amount validated against the remaining balance.
- Status moves to Partial or Paid on its own.
- The customer's copy is a live link — it updates as payments land.
- Payment history appears on the PDF.
Online Payments Record Themselves
A payment taken through a pay link, the customer portal, or a card on file posts itself against the invoice — there's no double entry, and no risk of a payment being recorded twice.
Bank payments move through their own states. The customer verifies their bank, the payment processes over several business days, and then settles. If a bank payment is later disputed, the invoice reverts to its pre-paid state rather than silently staying Paid.
- Pay-link, portal, and card-on-file payments post automatically.
- Bank payments show verification, processing, and settled states.
- A disputed payment reverts the invoice honestly.
Unapplied Payments
Occasionally money lands without a clear home — a bank transfer that doesn't resolve to an invoice, for instance. Those show as unapplied rather than being force-fit or lost.
Matching one is a two-tap job. The app suggests open invoices, putting that customer's own invoices first, and applying the payment re-points it and advances the invoice's paid amount together — so a match can never over-apply or revive a cancelled invoice.
- Unmatched payments are flagged, never hidden.
- Candidates are suggested, that customer's invoices first.
- Applying is atomic — no over-application, no cancelled invoices revived.
Pro tip: Clear the unapplied list weekly. An unapplied payment means a customer thinks they've paid and your receivables think they haven't — which is exactly how a good customer gets a dunning email.