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Payments

The Paymentd in the Billing module is used to record partial or full payments received against an invoice. This helps you track dues, manage transaction fees, and maintain a clean audit trail for all client payments.

🧾 Real-World Use

Let’s say you raised an invoice of ₹650 for a service. The client pays ₹300 today via bank transfer and agrees to bear a transaction fee of ₹10. You log this payment using the Payment Form, and the balance is automatically tracked.

🛠️ Fields in the Payment Form

FieldDescription
Invoice NumberSelect the invoice against which payment is being made. Dropdown with invoice numbers.
Invoice DateAuto-filled from selected invoice. For reference only.
Client NameAuto-filled based on the invoice.
Project NameAuto-filled based on the invoice.
Total/Invoice AmountAuto-filled. The total amount billed in the invoice.
Paid Invoice AmountAuto-filled. Shows total payments already received against this invoice.
Current PaymentEnter the new amount being received now.
Transaction FeesOptional. Enter any processing fee charged by payment gateway or bank.
Transaction Fees Borne by?Select who is bearing the fee: Client or We (Company).
Received DateDate on which payment was received. Use the date picker.
Payment ModeChoose the method: e.g., Bank Transfer, UPI, Cash, Cheque, etc.
Payment Reference NumberAdd UTR/transaction ID for record. Mandatory for online payments.
DocumentsUpload any payment proof (optional).
NotesAdd internal remarks or clarification (optional).

  • Amount paid is added to total payments received.

  • System auto-calculates pending amount.

  • Transaction fee logic adjusts invoice net value or client’s burden depending on selection.

  • Uploaded documents and notes are saved for future reference or audits.

 

✅ How to Add a Payment

  • Go to Billing → Invoices.
  • Locate and click on the invoice you received payment for.
  • Click on the “Add Payment” Button (Found on the top-right corner inside the invoice detail view.)
  • Click “Save” ( The payment is recorded, and the invoice balance is updated.)

🔑 Key Points

  • Partial payments are fully supported.
  • Multiple payments can be logged against the same invoice.
  • Transaction fee tracking ensures financial accuracy.
  • Helps reconcile payments easily during audits.

💡 Tips

  • Use “Add Payment” only from the actual invoice.
  • For partial payments, repeat this process every time you receive a new payment.
  • Attach proof using the Documents field to maintain transparency.

✏️ Edit a Payment

  1. Go to Billing → Invoices
    • Open the specific invoice linked to the payment you want to edit.
  2. Scroll to the Payments Section
    • At the bottom of the invoice detail view, you will see all recorded payments listed.
  3. Click on the Pencil (✏️) Icon
    • This opens the Edit Payment form.
  4. Update the Fields
  5. Click “Update”

Changes will be saved and reflected in the invoice balance.

🗑️ Delete a Payment

  1. Go to the Same Payments Section
    • Inside the invoice, find the payment to delete.
  2. Click the Trash (🗑️) Icon
    • A confirmation pop-up will appear.
  3. Confirm Deletion
    • Once confirmed, the payment will be removed.
    • The invoice balance will auto-adjust and reflect the deletion.

⚠️ Key Notes

  • You can’t delete a payment if the refund is issued.
  • Deleted payments are permanent and cannot be recovered.
  • Always double-check reference numbers and amounts before updating or deleting.

💡 Tips

  • Always double-check the payment reference number before saving.

  • If the client bears the fee, total received will be Current Payment + Fees.

  • If you bear the fee, net payment will be Current Payment - Fees.

  • Use the Documents field to attach UPI screenshots or bank advice for traceability.

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