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Invoice Payments

Tracking payments is essential for managing your cash flow and client relationships. LoveInvoice provides comprehensive payment tracking for all your invoices.

Payment Overview​

Each invoice has a Payments tab that shows:

  • All payments recorded against the invoice
  • Total amount paid
  • Balance due
  • Payment history and details

Recording Manual Payments​

If you receive payments outside of LoveInvoice (bank transfer, cheque, cash, etc.), you can record them manually.

How to Record a Payment​

  1. Open the invoice
  2. Go to the Payments tab
  3. Click Record Payment
  4. Fill in the payment details:
    • Amount: The payment amount
    • Currency: The payment currency
    • Payment Date: When the payment was received
    • Payment Method: How the payment was made (bank transfer, cash, etc.)
    • Reference: Payment reference or transaction ID (optional)
    • Notes: Additional details about the payment (optional)
  5. Click Save

Payment Methods​

Common payment methods include:

  • Bank Transfer
  • Cash
  • Cheque
  • Card Payment
  • Online Payment
  • Other

Partial Payments​

You can record partial payments if a client pays in instalments:

  • Each payment is recorded separately
  • The invoice status updates to Partially Paid
  • The balance due is calculated automatically
  • When the full amount is paid, status changes to Paid

Payment Status​

Invoice payment status is calculated automatically based on recorded payments:

Unpaid​

  • No payments have been recorded
  • Total due equals the invoice total

Partially Paid​

  • Some payments have been recorded
  • Total paid is less than the invoice total
  • Balance due is shown
  • Full payment has been recorded
  • Total paid equals or exceeds the invoice total
  • Balance due is zero

Viewing Payment History​

The Payments tab shows a complete history of all payments for the invoice:

  • Date: When the payment was received
  • Amount: How much was paid
  • Method: How the payment was made
  • Reference: Transaction reference (if provided)
  • Recorded by: Which team member recorded the payment

Payment Details​

Click on any payment to see more details, including:

  • Exact payment date and time
  • Payment method details
  • Notes or references
  • Who recorded the payment

Editing Payments​

If you need to correct a payment record:

  1. Go to the Payments tab
  2. Click on the payment you want to edit
  3. Make the necessary changes
  4. Save the updates

The invoice totals and status will recalculate automatically.

When to Edit Payments​

Edit payment records when:

  • You entered the wrong amount
  • The payment date was incorrect
  • You need to add or update the reference
  • The payment method was recorded incorrectly

Deleting Payments​

If a payment was recorded in error:

  1. Go to the Payments tab
  2. Click on the payment you want to delete
  3. Click Delete
  4. Confirm the deletion
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Payment Deletion Impact

Deleting payments affects the invoice status and balance due. Only delete payments that were recorded incorrectly.

Automatic Payment Tracking​

If you use LoveInvoice's integrated payment processing (Stripe, etc.), payments are recorded automatically when clients pay online. You don't need to manually record these payments.

Online Payments​

When clients pay via your payment link:

  • Payment is recorded automatically
  • Invoice status updates immediately
  • Payment confirmation is sent to the client
  • Receipt is generated

Payment Reminders​

While detailed reminder settings are covered in the Settings section, you can send payment reminders for overdue invoices:

  1. Open the overdue invoice
  2. Click Resend Email
  3. The email template will include a reminder about the overdue payment
  4. Customise if needed
  5. Send the reminder

Overdue Invoice Management​

The Payments tab helps you manage overdue invoices:

  • View overdue status: Clearly marked when past due
  • Check payment history: See if any partial payments have been made
  • Record late payments: When payment finally arrives
  • Send reminders: Quick access to resend the invoice

Refunds​

If you need to refund a payment:

  1. Go to the Payments tab
  2. Click on the payment you want to refund
  3. Click Refund
  4. Enter the refund amount
  5. Add any notes
  6. Confirm the refund

The invoice balance will update to reflect the refund.

Payment Analytics​

LoveInvoice tracks payment patterns to help you:

  • Predict payment dates: Estimate when clients typically pay
  • Identify late payers: See which clients consistently pay late
  • Improve cash flow planning: Know when to expect payments
  • Follow up appropriately: Time your reminders based on client behaviour

Best Practices​

  1. Record payments promptly: Enter payments as soon as you receive them for accurate records
  2. Use references: Always include payment references for easy reconciliation
  3. Check for partial payments: Review invoices regularly to see if partial payments have been made
  4. Follow up on overdue: Use payment history to inform your follow-up strategy
  5. Keep records accurate: Edit or delete payments only when truly necessary
  6. Leverage predictions: Use estimated payment dates to plan your cash flow