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Invoicing

Recording a Payment

Track client payments in Officaid to know exactly what's been paid and what's still outstanding.

Close the Loop on Client Payments

Know exactly what's been paid and what's still outstanding. Recording payments in Officaid keeps your invoices in sync with your actual cash flow, giving you a clear picture of your accounts receivable at any time.

Before You Begin

Make sure you have the following ready:

  • An approved invoice that is in Due, Overdue, or Partial Payment status
  • At least one payment account set up in Officaid to record where the funds were received
Don't have a payment account yet? See Adding a Bank, Credit Card, or Cash Account to set one up.

How to Record a Payment

When a client pays an invoice, recording the payment updates the invoice status and logs the transaction in your account history.

  1. 1 Navigate to Finance → Income and open the Invoices tab.
  2. 2 Click on the invoice you received payment for.
  3. 3 In the Quick Actions panel, click Record Payment.
  4. 4 Review the pre-filled fields and adjust if needed.
  5. 5 Click Add Payment to save.

Once saved, the invoice status updates automatically. If the payment covers the full balance, the status changes to Paid. If the payment is less than the total amount, the status changes to Partial Payment.

Understanding the Payment Fields

When you click Record Payment, the form is pre-filled to save you time:

  • Payment Date defaults to today's date, but you can change it to match when the payment was actually received.
  • Account matches your default payment account. Select a different account if the funds were deposited elsewhere.
  • Amount shows the remaining balance on the invoice. Adjust this if recording a partial payment.
  • Remarks lets you add optional notes, such as a reference number or payment method details.
The amount field auto-updates based on what's left to pay, helping prevent accidental overpayments. You can still override it if needed.

Recording Partial Payments

Not all clients pay in full upfront. Some invoices are paid in installments, especially for larger amounts or ongoing projects. Officaid handles this seamlessly:

  1. Record the first payment with the partial amount received.
  2. The invoice status changes to Partial Payment and displays the remaining balance.
  3. When additional payments arrive, record each one using the same process.
  4. Once the full amount is received, the status automatically changes to Paid.

Each payment is logged separately, giving you a complete history of how and when the invoice was settled.

Viewing Payment History

All recorded payments appear in the Invoice Activity section on the invoice detail page. This provides a complete audit trail for each invoice. Each entry shows:

  • The payment amount and which account the funds were recorded to
  • The date and time the payment was recorded
  • Who recorded the payment
  • Any remarks that were added

You can click View to see the full payment details, or Remove to delete a payment if it was recorded incorrectly.

Editing or Removing a Payment

Mistakes happen. If you recorded a payment with the wrong amount, date, or account, you can correct it without deleting the invoice.

To edit a payment:

  1. 1 Open the invoice and scroll to the Invoice Activity section.
  2. 2 Find the payment entry and click View.
  3. 3 Make your changes to the payment details.
  4. 4 Click Update Payment to save.

To remove a payment entirely:

  1. 1 Open the invoice and scroll to the Invoice Activity section.
  2. 2 Find the payment entry and click Remove.
  3. 3 Confirm the deletion when prompted.
Removing a payment will change the invoice status back to Due or Overdue depending on the due date. If other partial payments exist, the status will show Partial Payment with the updated remaining balance.

Frequently Asked Questions

The invoice status changes to Partial Payment and displays the remaining balance at the top of the invoice. You can continue recording payments until the full amount is received. Each payment is logged separately in the Invoice Activity section.

Yes. Each payment is logged as a separate entry in the Invoice Activity. When you click Record Payment again, the amount field will show only the remaining balance, making it easy to record the next installment.

You can edit or remove the payment from the Invoice Activity section. Click View to open the payment and make corrections, or click Remove to delete it entirely and record a new payment with the correct details.

Yes. The account dropdown shows all your active payment accounts. If a client paid into a different bank account than expected, simply select the correct account when recording the payment. This ensures your account balances stay accurate.

You can record the full amount received, even if it exceeds the invoice balance. The invoice will be marked as Paid. To handle the overpayment, you can issue a refund, apply it as credit toward their next invoice, or record it as other income depending on your accounting preferences.

What's Next?

Now that you've recorded a payment, explore these related guides:

invoicing payments tracking