Record a cash or check payment

When a customer pays you by cash, check or bank transfer, record it in BillingMart so the invoice shows what is still owed. You can record it from one invoice on the web, from Payments on the web for several invoices, or from an invoice on your phone. Owners, admins and staff can record payments. Viewers cannot.

Note: Recording a payment moves no money and does not contact your customer.

Which invoices accept a payment

An invoice accepts a payment while it is Sent, Viewed, Overdue or Partially paid. A draft, a paid invoice and a void invoice do not. BillingMart refuses them with a message that nothing can be applied.

The amount can be less than what is due. The invoice then shows Partially paid. It cannot be more than what is due. When the amount covers the balance, the invoice becomes Paid.

Record a payment on one invoice (web)

1. Open Invoices and open the row's menu on an open invoice.
2. Select Record payment.
3. Check Amount. It starts as the amount due. Change it for a part payment.
4. Choose a Method: Cash, Check, Bank transfer or Other. Record a money order as Other.
5. Enter a Reference, such as the check number or a receipt number. It is required.
6. Optionally set Received on. If you leave it empty, the payment is dated today.
7. Select Record payment. You see "Payment recorded".

The same amount and reference on the same invoice twice is kept as one payment.

Receive one payment for several invoices (web)

Open Payments and select Receive payment. Choose the customer, then enter the amount received. BillingMart applies it to their open invoices, oldest due date first. You can change the amount on each row. Then choose the method, enter the reference and the date, and select Receive payment.

Each invoice takes at most what it is owed. Money left over is shown as not applied. BillingMart does not keep it as a credit, so apply it to an invoice or record less. One payment is applied inside one business and one currency.

Record a payment on your phone

1. Open the invoice from Invoices.
2. Tap Record a payment.
3. Choose Cash, Check, Bank transfer or Other.
4. Check the amount, which starts as the amount due. Enter a reference if you have one.
5. Tap Record.

If you leave the reference empty, the phone fills one in that starts with "phone-". The phone has no date field, so the payment is dated now. Receiving one payment for several invoices is on the web only.

What happens next

• The invoice moves to Partially paid or Paid. The invoice's Ledger gets a payment entry, and its History records the change of status.
• The payment appears in Payments, with its method. Open it to see the reference. On your phone, open it under More, then Payments.
• Activity, which owners and admins can read, records who did it.
• Recording a payment is not a send, so it never counts toward your monthly sends. See What counts as a send.

Receipts

Recording does not email a receipt. To send one, open the payment in Payments and select Send receipt again. The receipt goes to the customer's confirmed email address only. If the customer has none, BillingMart refuses it.

If something goes wrong

• A card or bank payment is in progress. You cannot record a payment on that invoice until it finishes.
• The amount is more than is due. The message gives the most you can record.
• A check bounced. An owner or admin opens the payment and selects Mark returned. This works for check, cash and bank transfer, not Other, and asks for a recent sign-in and a second step. The invoice owes the amount again.
• It was recorded by mistake. BillingMart has no way to delete a recorded payment. For a check, cash or bank transfer payment, an owner or admin can use Mark returned and say why in the reason. Mark returned is not offered for a payment recorded as Other.