Record a payment you received

When a client pays by cheque, cash, e-Transfer or bank transfer, record it on the invoice so the balance, status and reports are right.

If your client pays by card through the Pay button, Todah records the payment for you. Any other way of paying (a cheque, cash, an Interac e-Transfer, a wire or a direct deposit) you record yourself, so Todah knows the invoice is paid. Until you do, the invoice still shows as owing and reminders may still go.

Before you start

The invoice must be issued: sent, or marked as sent. Record Payment appears on issued invoices with money owing. For a draft the client already paid, choose Mark as Sent first.
Have the amount, the date you received it and any reference (cheque number, e-Transfer confirmation) to hand.

Step by step

In the menu on the left, choose Invoices.
On the invoice's row, choose Record Payment. The Payments box opens. At the top you see Invoice Total, Paid So Far and Still Owing, and below that any payments already recorded.
In Amount, type how much you received. The grey number in the box is the full balance, as a hint; you still type the amount.
Check Date Received. It is today; change it to the day the money actually came in.
In Method, type how they paid, for example e-Transfer or Cheque.
In Reference, type the cheque number or confirmation code, if there is one.
Tick or untick Email the client a receipt.
Choose Record Payment. The message "Payment recorded" appears (and says if a receipt was emailed). The payment is added to the list and Still Owing goes down.
Close the box with the ×. The invoice's status is now Partially Paid or Paid.

What each box means

Amount	The money received for this invoice. It must be more than zero and no more than what is still owing.
Date Received	When the money arrived. This is the date your reports use.
Method	Free text: e-Transfer, cheque, cash, wire. It shows in the payment list.
Reference	Anything that identifies the payment: cheque number, e-Transfer reference.
Email the client a receipt	Ticked, your client gets a thank-you email with the invoice attached, showing the balance if any remains. It starts ticked or unticked to match Payment Receipts in Settings → Payments → Reminders & Receipts, so you only change it when this payment is the exception. For a client set to No Automatic Emails it starts unticked, with a note saying so; tick it to send a receipt for this one payment.

What happens next

The invoice's Paid So Far and balance update straight away, and the status follows: Partially Paid while money is owing, Paid when it is all in.
Payment reminders stop once the balance is zero.
A receipt is not sent for a payment dated more than 14 days ago, even if ticked: that is bookkeeping, not news to the client. Todah tells you why no receipt went.
When the money shows up in Banking, match the bank line to this invoice rather than recording it again.
If you have not recorded it yet, matching the bank deposit to the invoice in Banking records the payment for you. A deposit larger than what the invoice owes pays it in full, and the extra stays on the bank line as Part Matched until you match it to another invoice or record it as income.

Fixing a mistake

On the invoice's row, choose Payment History (or Record Payment).
Next to the wrong payment, choose the bin icon (Remove this payment).
Choose OK. The balance goes back up and the status follows.
Record the payment again correctly.

Good to know: Only owners and admins can remove a payment. A card payment that came through Stripe cannot be removed, because the money really arrived in your Stripe account; to give it back, refund it with Refund a Card Payment. Card refunds and chargebacks recorded by Stripe (shown in red) stay in the History too.

Giving money back

If you return money the client paid by cash, cheque, e-Transfer or bank transfer, owners and admins record it in the same window with Record a Refund. See the article on refunding a payment made another way.

Messages you may see

Enter how much was received.	The Amount box is empty or zero.
That is more than the … still outstanding on this invoice.	You typed more than the balance. Check for a typing slip. If the client really overpaid, record the balance here and keep a note of the extra, or match the whole deposit in Banking, where the extra stays on the bank line as Part Matched.
This invoice is cancelled — reopen it before recording a payment.	Choose Reopen Invoice first, if the invoice is in fact owed.
This invoice is fully paid.	Shown instead of the form when nothing is owing.

See also

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