Payments — User Guide

Who can use Payments

Your workspace must have Invoices installed first, then the Payments module (both free from Marketplace). Marketplace blocks installing Payments until Invoices is entitled. Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, post, void, send as needed).

Without assign, you only see payments assigned to you.

Not the same as Central Billing → Payments. This module tracks money your workspace receives from your own customers. The platform's own Central → Billing → Payments area (in the platform admin, not here) tracks what your workspace pays the platform for its module subscriptions.

List & table

Open Payments from the sidebar (Billing, under Invoices). Search by payment number or reference, filter by status or method, toggle My payments, and switch KPI cards (My Payments, Draft, Posted, Void, Posted total) to quick-filter the table.

• Users with restore can filter Active / Include deleted / Deleted only, then Restore a soft-deleted payment from the row menu
• Delete permanently requires payments.force.delete — granted to the workspace owner by default

Record a payment

1. Click New payment (or open New payment from a Contact record — contact/company are prefilled from the URL)
2. Enter the amount, currency, method (Cash, Bank Transfer, Cheque, Card (manual), Other), date paid, reference, and notes
3. If Accounting is installed, choose Deposit to — which cash or bank account will hold this money after collection (defaults to Cash when omitted on post). You can add multiple bank accounts under Finance → Accounts (asset + Cash or bank).
4. Add one or more allocations — pick an outstanding invoice and the amount of this payment to apply to it. The invoice picker shows contact name · company · invoice number — balance due, and you can search by contact name, company name, phone, or invoice number. Choosing an invoice auto-fills Contact, Company, and Assignee from that invoice when those fields are set on the invoice (you can still change them). You can allocate to several invoices, or leave the payment unallocated and add allocations later while still in Draft. When Accounting is installed, allocations must cover the full payment amount before post.
5. Optionally adjust the contact, company, or assignee (Contacts/Companies when installed — use New beside each picker to create and select without leaving the form when you have create permission; assignee requires assign)
6. Save with Create (returns to the list), Create & View, or Post (creates then posts when you have permission)

You can also start recording a payment from an invoice's detail view — the Related payments link jumps you to the Payments module.

Edit from the row menu or the record page while the payment is still Draft. Editing replaces the full allocation list. After Post, content is locked; use Void and assignment instead.

Status workflow

A payment starts in Draft. Move it forward with:

• Post (draft → posted) — applies every allocation to its invoice's balance: the invoice's amount paid increases and its status advances (e.g. unpaid → paid, depending on how much of the invoice is now covered). Posting is all-or-nothing: it's rejected if any allocated invoice has been deleted, is not currently open for payment, or if the allocated amount would exceed that invoice's balance due. When Accounting is installed, posting also creates a posted journal (Dr deposit cash/bank / Cr Accounts Receivable) so the deposit account balance increases
• Void (posted → void) — reverses every allocation, rolling the linked invoices' balances and statuses back, even if an invoice has since been fully paid off by another payment or deleted. When Accounting was used, the linked journal is voided as well

Invalid transitions (e.g. voiding a draft payment, or posting an already-posted payment) are rejected with a validation error.

Assignment

Users with assign can set or clear the assignee from the record page or the create/edit form. The assignee receives an in-app notification when someone else assigns them.

Receipt PDF & email

After you Post a payment, use Download receipt on the record page to get a branded PDF (workspace branding, payment number, paid-at, method, reference, amount, bill-to contact/company, and invoice allocation table).

Users with send (payments.send) can Email receipt — same dialog pattern as invoices. The To field pre-fills from the linked contact or company email when available; you can add CC recipients and edit the subject/message. Only Posted payments support PDF download and email (draft and void return an error). Delivery uses your workspace email configuration and appears in Settings → Email logs.

Notes & activity

• Notes — free-form notes on the payment
• Activity — timeline of create, update, assignment, post, void, note, emailed, and delete/restore events

What's not here yet

Partial refunds of a posted payment and online payment-gateway capture are planned but not part of this module yet — see the Product Roadmap.

To credit an invoice directly (independent of a payment), see Credit Notes.