When a client pays you outside of Financial Cents, such as by cash, check, or a method you handle yourself, you can record that payment manually so the invoice reflects what actually happened. When you record a manual payment, you can specify the payment type and the payment date, so your invoice history shows exactly how and when you were paid instead of just today's date. You need Manage Billing & Invoicing permission to record payments.
Record a Manual Payment
Navigate to Billing > Invoices and open the invoice you want to mark as paid, or find it in a client's Billing tab.
Click the actions menu on the invoice and select Make a Payment. From an open invoice, select the Payments tab, then click New Payment in the Payments and Credits section and select Make a payment.
In the Make a Payment window, confirm the Amount. This defaults to the full outstanding balance, but you can change it to record a partial payment.
Under Select payment method, choose Manual Payment.
Set the Payment type: Cash, Check, or Other.
Set the Payment date to when you actually received the payment. This defaults to today's date but can be backdated.
Optionally add a note under Add internal note. ❗This note is internal only; your client never sees it.
Click Make Payment.
Financial Cents updates the invoice's outstanding balance immediately. If the payment covers the full amount due, the invoice status changes to paid. If it only covers part of the balance, the invoice moves to Partially Paid and you can record another manual payment later for the remainder.
ℹ️Heads up! Payment type and payment date only apply when the selected payment method is Manual Payment. If you record a payment against a saved card or ACH method instead, these fields do not appear.
Where You Can Record a Manual Payment
The Make a Payment action is available from:
The actions menu on an invoice row in Billing > Invoices
The actions menu on an invoice row inside a client's Billing tab
The actions menu on an open invoice
The Payments tab and its Payments and Credits section on an open invoice
The action is only available for invoices in a status that can still take a payment: Draft, Pending, Pending Approval, Payment Failed, Partially Paid, or Outstanding. Invoices that are already fully paid, void, or cancelled will not show Make a Payment.
⚠️Please note. Only manual payments are allowed on draft invoices. Recording a manual payment logs money you received outside Financial Cents; it does not charge a saved payment method.
Manual Payments and QuickBooks Online
When your invoice is eligible for QuickBooks Online sync, a manual payment greater than $0 can sync with the invoice. The invoice must sync successfully before the payment is sent. Invoices excluded from QuickBooks Online sync are skipped. See the linked sync guide below for setup and requirements.