Recording invoice payments

Use Record payment when a customer pays a SortScape invoice by cash, bank transfer, cheque, or another method outside SortScape.

You can record one payment for the full balance, or several smaller payments over time. For example, you might record a deposit first, then record the final payment later.

This only applies to invoices created and managed with SortScape’s built-in invoicing. If you invoice through Xero or QuickBooks Online, record payments in that accounting system.

Partial payments are recorded manually in SortScape. If a customer pays online with the Stripe Pay Now button, they must pay the entire invoice. They cannot choose a smaller partial payment amount at checkout.

Record a payment

1. Open the sent invoice.
2. Click Record payment.
3. Enter the Amount received. SortScape fills this with the remaining balance by default.
4. Choose the Payment date.
5. Add an optional Payment method, such as “bank transfer” or “cash”.
6. Add an optional Internal note for your team.
7. Choose whether to email or text a payment receipt to the customer.
8. Click Record payment.

The payment is saved against the invoice straight away. If you send a receipt, it is for the amount you just recorded, not necessarily the full invoice total.

Partial payments and balances

If the payment is less than the balance due, the invoice stays unpaid. SortScape reduces the balance and keeps Record payment available so you can add the next payment later.

The invoice PDF and customer invoice link show:

• Less amount paid, the total payments recorded so far
• Balance due, the amount still owing

An invoice is only marked Paid when the balance reaches zero. Until then, it can still show as Sent, Not due, or Overdue depending on the invoice date and due date. There is no separate Partially paid status.

Sending payment receipts

When you record a manual payment, you can choose whether to send an email receipt, a text receipt, or both. SortScape remembers your last receipt checkbox choices for the next payment you record.

Online payments through Stripe automatically attempt to email a payment receipt.

See Sending payment receipts for invoices for template tags and receipt wording.

Things to know before changing the invoice

SortScape keeps payments and invoice totals in balance:

• You cannot record more than the current Balance due.
• If payments have already been recorded, you cannot reduce the invoice total below the amount already paid.
• The invoice is marked paid only when the recorded payments cover the full balance.

If you need to adjust an invoice after receiving a payment, check the balance before saving your changes.

Marking an invoice unpaid

Use Mark unpaid carefully on SortScape invoices with recorded payments.

When you mark a SortScape invoice unpaid, SortScape deletes all recorded payments for that invoice. This cannot be undone. If you only need to correct a receipt or add a note, do not mark the invoice unpaid unless you are ready to re-enter the payment history.

Payment history

Each payment is added to the invoice activity history as Payment applied, with the amount, payment date, and payment method. When the final payment clears the balance, SortScape also records Invoice marked as paid.