Payments and refunds

Record a payment

Invoice 14 doesn’t connect to your bank, so you tell it when money arrives. That keeps the dashboard’s outstanding and overdue figures, the receivables report and the payments-received report accurate.

1. 1Open the issued invoice from Invoices.
2. 2In the Record payment card, check the Amount €. It’s prefilled with what is still owed.
3. 3Set the Date the money arrived (today by default) and the Method: Bank transfer, Cash, Card or Other.
4. 4Optionally add a Reference, such as the bank transfer reference, to help you reconcile later.
5. 5Click Record payment.

You can only record payments on issued invoices — not on drafts or voided invoices. The amount is what you actually received: if the invoice has IRPF withheld, that’s the Total due, not the invoice total. Type amounts without a thousands separator: 1200.50 or 1200,50, not 1.200,50.

Partial payments

If the customer pays in instalments, record each one as it arrives with its own date. The invoice totals then show Paid and Remaining, every payment is listed at the bottom of the card, and the next payment is prefilled with the remaining amount.

The invoice changes to paid as soon as the payments add up to the amount due, and the card then says Fully paid. Until then it stays issued, and once its due date passes it counts as overdue on the dashboard and in the aged receivables report (Sales and receivables reports).

A recorded payment can’t be edited or deleted, and Invoice 14 doesn’t stop you recording more than is owed. Double-check the amount and date before you click.

Record a refund on a corrective invoice

When you credit a customer with a corrective invoice (Corrective invoices and voiding), its total is negative: you owe the customer money. The card on that invoice is called Record refund instead, and shows this hint: This corrective invoice is a credit to the customer. Record what you refunded as a negative amount.

1. 1Open the corrective invoice.
2. 2Enter the amount you paid back as a negative number, for example -424.00. It’s prefilled with the full credit.
3. 3Set the date, method and reference, then click Record refund.

A positive amount on a credit (or a negative one on an ordinary invoice) is refused. Once the refunds match the credit, the corrective invoice is marked paid too.

The original invoice and its corrective invoice each keep their own balance. If the customer hadn’t paid yet and simply pays the corrected total, one way to square it is to record a payment for the full original amount and a refund for the credit, with a reference saying they were offset. Ask your accountant how they prefer it recorded.