Not every invoice ends with a simple payment. Some are paid in instalments, some will never be paid, and some should never have gone out. stub has a clean ending for each — pick the one that matches what actually happened, and your books always tell the truth.
In short: money came in — record a Payment. Done and paid, no trail needed — Settle. The customer will never pay — Write off. It should never have gone out — Cancel. And if the customer is owed money back, that's a credit note, covered at the end.
Record a payment
Use this when money comes in — by EFT, cash or card — outside a payment link.
- Click Sales and open the invoice.
- On the Payment panel on the right, click Payment.
- Enter the amount and the date, and pick the account the money landed in.
- Save.
The panel shows what is still outstanding. Record as many payments as you need — the invoice moves to Partially paid and then to Paid.
To remove a payment you entered by mistake, click the ··· next to it and click Remove.
Settle an invoice
Settling closes an invoice off in one step — use it when the invoice is done and you don't need a payment-by-payment trail, just the right date and category in your books.
Open the invoice and click Settle on the Payment panel, set the Date, pick the Category the amount should be booked to, and save. The invoice moves to Settled.
Write off a bad debt
Writing off means accepting an invoice won't be paid and keeping your books honest — the debt comes out of what you're owed instead of haunting your numbers forever.
Open the invoice and click ··· → Write off, then confirm. The invoice shows Written off with the date, and the amount comes out of what you are owed. To change or undo it, open the invoice and click Edit on the write-off card.
Cancel an invoice
Use this when the invoice should never have gone out but you want to keep the record.
Open the invoice and click ··· → Cancel, then confirm. The invoice is marked Cancelled and stops counting towards your income, but stays in your records and keeps its number.
Delete an invoice
Open the invoice and click ··· → Delete, then confirm.
Note: Deleting removes the invoice entirely. If it has already gone to a customer, Cancel or Write off instead — that keeps your audit trail intact.
Credit an invoice
To credit a customer rather than write the invoice off, click ··· → Credit Note. See Credit notes.