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Reviewing payment proof

When a client pays by a manual method, they tap I've made this payment and, if you asked for it, attach proof. Nothing is recorded until you check it. Confirming records the payment and emails your client a receipt, so they know you've got it.

Until you act, the invoice stays unpaid, any booking waiting on that payment stays pending, and your client sees Awaiting confirmation.

Finding payments to review​

Your Home screen lists them under Needs attention, for example "2 payments awaiting review". Tap it to open Payments filtered to just those claims, under the heading "Showing payments that need your confirmation".

That view shows Awaiting review and Amount awaiting confirmation at the top, then one row per claim with the client's Name, the Source, when it was Submitted and the Amount. Opening a row takes you to the invoice, booking or proposal it belongs to, where the Payment review panel sits.

What the review panel shows​

  • Amount claimed: what your client says they paid.
  • Payment method: the manual method they chose.
  • Client note, if they wrote one.
  • Their proof file, if they attached one. It can be a PDF or an image up to 5 MB.

A claim with a note and no file is still valid when the method doesn't require proof.

Confirming a payment​

  1. Check your bank or cash box. A screenshot is a claim, not money.
  2. On the Payment review panel, choose Record payment.
  3. Check Amount received. It starts at what your client claimed. Record full payment fills in the outstanding balance instead, and the dialog confirms "This will settle the invoice in full."
  4. If the amount differs from both the claim and the full balance, fill in Why the amount differs. It saves head-scratching when you look back later.
  5. Pick the Payment method (Bank transfer, Cash, Check or Other), add Notes (optional) for yourself, then choose the button showing the amount, such as Record £450.00.

The payment joins the invoice, the balance updates, a receipt is created, and anything waiting on that payment moves forward. If a booking was waiting on it, the booking confirms and its own confirmation email goes out.

The receipt your client gets​

Confirming a payment emails your client a receipt automatically. The subject reads "Receipt" with the receipt number and your business name, and the message opens with "We've confirmed your payment for invoice INV-0042. Here's your receipt." (with their own name and invoice number). The email lists the amount, the payment method, the date, the invoice number and the balance still due.

The details sit in the email itself, with no PDF attached. If the client has no email address on file, no receipt is sent. You can always send or download the PDF later. See Payment receipts.

Rejecting a claim​

Use Reject when the money hasn't arrived, the amount is wrong or the proof is unreadable.

  1. Choose Reject on the review panel.
  2. Add a Reason (optional). It's worth writing one, because it's what your client reads.
  3. Confirm with Reject.

Your client gets an email titled "Payment not confirmed" for that invoice: "We couldn't confirm your payment for INV-0042 using the proof you submitted. Please check your payment details and submit proof again." Your reason is included, and a Resubmit proof button takes them back to pay or try again. Their invoice also shows Payment not confirmed with your reason.

Rejections are usually honest mistakes, like the wrong screenshot or a transfer that hasn't cleared yet. A friendly reason keeps it that way.

One claim at a time​

An invoice holds one claim awaiting review. While it's waiting, your client's pay options are hidden and they see Awaiting confirmation, which stops anyone paying twice. Once you confirm or reject, they can act again.

Don't record it twice

If a client has submitted a claim, confirm it from the review panel rather than using Record payment on the invoice header. Confirming records the payment and closes the claim in one go. Recording it separately leaves the claim hanging.

How long proof is kept​

Proof attached to a confirmed payment stays with your financial records. Proof from a claim that was rejected, withdrawn or replaced is removed after 90 days.

Frequently asked questions​

Does my client get told when I confirm their payment?​

Yes. Confirming a client's payment proof emails them a receipt automatically, as long as they have an email address on file.

What happens to a booking that was waiting on the payment?​

A booking waiting on a manual payment moves forward as soon as you confirm the payment. If the payment was the last thing holding it, the booking confirms and your client gets the booking confirmation email.

Can I record a different amount from what my client claimed?​

Yes. Change Amount received, and CoreHue asks you to explain why in Why the amount differs. The amount can't be more than what's still owed on the invoice.

My client insists they paid but nothing has arrived. What should I do?​

Choose Reject on the Payment review panel and give a clear reason, such as "Nothing has reached our account yet, it may still be clearing". Your client can resubmit proof once the money lands. See My client says they've paid.

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