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Finance

Payments (Income)

Beginner4 min read

Record and track all incoming payments from clients, whether or not they are linked to an invoice.

Key concepts

  • Payment: A record of money received from a client. Each payment has a project name, client name, line items, and a total amount.
  • Payment Detail (Line Item): Individual billable items within a payment -- description, quantity, unit price, and calculated amount. Supports per-line discounts.
  • Status Workflow: Draft -> Confirmed -> Partially Received -> Received. Payments can also be Cancelled.
    • Draft -- created by non-admin users, awaiting confirmation
    • Confirmed -- validated and approved (auto-set for admin users)
    • Partially Received -- some of the total has been collected
    • Received -- the full amount has been collected
  • Category: A classification label for the payment (e.g., "Project Payment", "Consulting Fee", "Other Income"). Categories are managed in Settings > Categories.
  • Multi-currency: Payments can be recorded in any supported currency, with automatic conversion to your base currency for reporting.
  • Sub-Invoices: Payments can be split into sub-invoices for milestone or installment tracking, similar to invoices.
How to

Step-by-step

Recording a New Payment

  1. Navigate to Finance > Payments.

  2. Click Add Income in the top-right.

  3. Fill in the form:

    • Project Name (required) -- the project this payment is for
    • Client Name (required) -- the paying client
    • Category -- select from your configured categories
    • Currency -- defaults to your base currency; change if needed

  4. Add line items:

    • Click Add Line Item
    • Enter Description, Quantity, and Unit Price
    • The Amount calculates automatically
    • Optionally add per-line discounts

  5. Optionally enter a Note for internal reference.

  6. Click Save.

  7. Admin users' payments are auto-set to Confirmed. Non-admin payments start as Draft.

Viewing and Managing Payments

  1. Navigate to Finance > Payments to see the full list.

  2. The Stats Strip shows: Total Amount, Total Count, Pending, and Received.

  3. Use filter tabs to view by status: All, Draft, Confirmed, Partially Received, Received, Cancelled.

  4. Use the search bar to find payments by project or client name.

  5. Filter by currency or date range using the controls in the filter bar.

  6. Click any row to open the payment detail.

Updating Payment Status

  1. Open a payment detail.

  2. Pick the new status from the Status dropdown:

    • Confirmed -- validated and approved
    • Partially Received -- some of the total has been collected; enter the amount received in the field below
    • Received -- the full amount has been collected
    • Cancelled -- void the payment

  3. Selecting Received auto-fills the received amount to the payment total if it was still zero.

  4. Save to apply the change.

Editing Payment Line Items

  1. Open the payment detail.

  2. Click Edit to modify line items.

  3. Add, remove, or update line items as needed.

  4. The total recalculates automatically.

  5. Click Save.

Duplicating a Payment

  1. In the payments list, click the More actions menu on a row.

  2. Select Duplicate.

  3. A new payment form opens pre-filled with the original data.

  4. Modify any fields and save.

Viewing Payment Statistics

  1. From the payments list, click Reports in the top-right.

  2. The statistics page shows income broken down by status (Draft, Confirmed, Partially Received, Received, Cancelled).

  3. Each status shows the count and total amount.

Exporting as PDF

  1. Open a payment detail.

  2. Click Download PDF.

  3. Choose the PDF language.

  4. The PDF includes your company branding, line items, and payment status.

Tips & best practices

  • Use Payments for income that does not correspond to a specific invoice -- for example, retainer fees, deposits, or ad-hoc services.
  • For income tied to a specific invoice, record payments directly on the invoice detail page instead (see the Invoices tutorial).
  • Set up Payment Categories in Settings > Categories before you start recording payments -- consistent categorization makes reports much more useful.
  • Admin users bypass the Draft stage -- their payments are immediately Confirmed.
  • Multi-currency payments show the original amount and the base-currency equivalent, so you always know the true value.
  • The Duplicate feature is handy for recurring payments from the same client.

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