Recording payments

Card payments record themselves. Anything else you record, so CoreHue knows what's been settled.

Recording one

Open the invoice and press Record payment in the header. The form asks for:

• Amount. Starts at the balance due. Record full balance under the field puts it back if you've changed it. It can't be more than the balance.
• Payment Method. Cash, Check, Bank Transfer or Other.
• Payment Date. The date the money arrived.
• Reference (optional). The transfer reference, the check number.
• Note (optional). For you.

A small summary under the fields shows Balance due and Balance after payment, so you can see the effect before you commit.

The invoice updates: fully covered becomes Paid, partly covered becomes Partially paid.

Recording against a draft

You can, and CoreHue warns you first with Invoice is in draft: recording a payment marks the invoice as sent. That's right for money that arrived after a conversation rather than after an emailed invoice. It does make the invoice a real, issued document.

Part payments

Record as many as you need. A deposit now and a balance later is two payments against one invoice, each recorded when it arrives.

If the invoice has a payment schedule, each payment settles against it automatically.

When a client sent proof

If they used a manual method and pressed I've made this payment, don't record it separately. Confirm it in the review panel, which records the payment and closes their claim in one action. See Reviewing payment proof.

Recording it separately leaves their claim hanging.

Correcting a payment

On the invoice, open Payments received and use the three-dot menu beside a payment. It carries Edit payment for anything you recorded by hand. Change the amount, method, date, reference or note.

Correcting a payment issues it a new receipt number, so the receipt always matches the payment it describes. If you or the client had the old receipt, send the new one.

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

Removing a payment

Remove payment on the same menu, or on the payment's own page, reverses a payment you entered by mistake. CoreHue confirms first. It restores the balance, and once every manually recorded payment is gone the invoice can be edited again.

A card payment through Stripe cannot be removed, because real money moved. If it needs reversing, that's a refund.

You also can't remove a payment that has refunds against it.

Receipts

Every payment gets a receipt number and a receipt document as it's recorded. The client can download theirs from the invoice, and you can email it. See Receipts.

Getting the date right

Use the date the money actually arrived, not the date you got round to recording it. The Payments page is built from these dates, and a month's figures are only as good as the dates in them.