Confirm the payment before recording it
Check your bank, cash or M-Pesa records to confirm what was received. Match the payer and reference to the customer’s invoice. Open the issued invoice in Invoiced and record the payment amount, date, method and reference.
Use the amount actually received, even if it covers only part of the invoice. The payment reference can help you find the transaction again when a customer asks a question. Check these details before saving so the resulting receipt matches your records.
Create one receipt for each payment
Open the receipt attached to the saved payment. It identifies the invoice and has its own receipt reference. Review the customer, currency, payment date and amount before downloading the PDF to send to the customer.
If a customer pays an invoice in several instalments, record each payment separately. Each entry then has a corresponding receipt. This preserves the dates and amounts instead of combining several transactions into a single payment entry.
Keep the payment and remaining balance clear
For example, a customer might pay a deposit and settle the rest after the work is completed. The first receipt records the deposit, and a later receipt records the next payment. Use the invoice’s payment history to review how much has been recorded against the full invoice amount.
For customers with several invoices, a client statement brings the issued invoices and payments together for a chosen date range. That broader view helps both sides trace an outstanding balance back to individual documents.
Review corrections before sending a replacement
If a recorded payment needs correction, review the payment entry in your account first. A voided payment no longer has a valid downloadable receipt. Tell the customer which receipt has been replaced so they can keep the correct version.
Keep your customer-facing payment instructions up to date when preparing the next invoice. Invoiced starts with the instructions in your company settings and lets you change them for an individual invoice or quote. Preview the document before issuing it.