Accepting customer payments

Overview

Payments can be recorded manually or collected through a connected processor, but the invoice should always show one clear source of truth for what was paid and what remains due.

Before you begin

• Know whether this customer payment should be recorded manually, taken in person, or paid through online checkout.
• Confirm your payment provider is connected if you expect the customer to pay online.

Steps

1. Open the invoice and confirm the balance due before collecting payment.
2. If the customer is paying offline, record the payment method, amount, and any reference details accurately.
3. If the customer is paying online, confirm the payment link or checkout option is visible and active on the invoice.
4. After payment, refresh the invoice and verify the balance and status changed as expected.

Tips

• Avoid entering a manual payment if you are still waiting for a processor result. That is how duplicate records happen.
• Train staff to capture enough reference detail to reconcile card, cash, check, or ACH payments later.

Troubleshooting

• If a payment is missing, first confirm the processor actually completed the transaction.
• If the invoice still shows unpaid after a successful charge, compare the processor event timing to the invoice update time.
• If customers cannot see a pay button, review payment settings and invoice audience/visibility assumptions.

Related articles

• Connecting Stripe or Square payments
• Creating and sending an invoice

Need more help

If a payment mismatch requires support, include the invoice number, payment amount, approximate time, and whether the payment was manual or processor-based.