Recording a payment yourself

Card payments through Stripe record themselves. When a client pays you some other way, like cash at the session or a transfer they didn't log through the invoice, you record it so CoreHue knows what's settled.

Recording a payment

1. Open the invoice from Payments → Invoices.
2. Choose Record payment.
3. Check the Amount. It starts at the balance due, and Record full balance puts it back if you've changed it. It can't be more than what's owed.
4. Pick the Payment Method: Cash, Check, Bank Transfer or Other.
5. Set the Payment Date to the day the money arrived.
6. Add a Reference (optional), like a transfer reference or check number, and a Note (optional) for yourself, then choose Record payment.

A summary under the fields shows Balance due and Balance after payment, so you can see the effect before you save. A payment that covers the balance turns the invoice Paid. Anything less makes it Partially paid.

Use the real date

Enter the date the money actually arrived, not the day you got around to recording it. Your payments list is built from these dates, so a month's figures are only as good as the dates in them.

Recording against a draft

You can. CoreHue checks first with Invoice is in draft: "Recording a payment will automatically mark this invoice as sent." That's right when money arrived after a conversation rather than an emailed invoice. Just know it makes the invoice an issued document.

Deposits and part payments

Record as many payments as you need. A deposit now and the balance later is two payments on one invoice, each recorded when it arrives. If the invoice has a payment schedule, each payment is applied to it automatically.

When your client sent proof

If your client used a manual method and tapped I've made this payment, don't record it here. Confirm it from the Payment review panel instead, which records the payment, closes their claim and emails them a receipt. See Reviewing payment proof.

Correcting a payment

1. On the invoice, open Payments received.
2. Open the ⋯ menu beside the payment and choose Edit payment.
3. Change the amount, method, date, reference or note, then choose Update payment.

Correcting a payment gives it a new receipt number, so the receipt always matches the payment. If your client already had the old receipt, send them the new one.

You can't edit a payment that has a refund against it, or a payment on a cancelled or written-off invoice.

Removing a payment

Entered something by mistake? Choose Remove payment from the same ⋯ menu, or from the payment's own page. CoreHue asks you to confirm, and reminds you to use this "only to correct an entry that should not have been recorded." The invoice balance goes back up.

A card payment through Stripe can't be removed, because real money moved. To reverse one, refund it. You also can't remove a payment once it has a refund against it.

Receipts for recorded payments

Every payment gets a receipt number and a receipt document. Payments you record yourself don't email a receipt automatically, so if your client is waiting to hear, use Send receipt from the payment's menu. See Payment receipts.

Frequently asked questions

Does recording a payment notify my client?

No. Recording a payment yourself doesn't email your client. Their invoice page updates if they look, but nothing is sent. Use Send receipt if you want them to have confirmation.

Can I record a payment for more than the invoice total?

No. A recorded payment can't be more than the invoice's balance due. If a client overpaid, record the invoice balance and sort out the difference with them directly.

I recorded a payment on the wrong invoice. How do I fix it?

Remove the payment from the wrong invoice with Remove payment, then record it on the right one. If you'd already sent a receipt, send the new one too.

Can I remove a Stripe payment?

No. A card payment through Stripe can't be removed, because the money really moved. Issue a refund instead with Refund payment, which sends the money back to your client's card.