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How Do I Add, Edit or Delete a Payment?

One way to track income in FreshBooks, is by marking Invoices as paid. This is done by entering in a Client's payment manually, if you have the payment on hand like cash and checks/cheques, or through one of the available online payment options. You're also able to modify payments if you've done a partial or full refund.
 

Payments

See all online (Credit Cards & Bank Transfers (ACH)) and manual (offline) payments in one place with the below steps by clicking on the Payments section. If needed, click on the Advanced Search button to filter your list of Payments.
Payments section with sub-tabs for Invoice Payments, Checkout Links and Other Income underneath.
Notes:
  • All online payments are blue - only the Notes can be edited
  • All manual payments are green - these can be edited fully
  • Click on the More Actions button at the top for quick access to: 
    • View Payment Reports
    • Manage Online Payments
    • Payment Settings - Control whether Credits are automatically applied or not on Recurring Invoices
  • Quick actions can be done by hovering over any Invoice Payments and clicking on either the Edit (pencil icon) or Refund (rewind icon) if applicable, buttons
    Quick actions bar with two buttons over a payment row.

Add a Payment

If you've received a payment outside of FreshBooks, you'll want to add that payment to the Invoice in your account so FreshBooks recognizes you've received that money. You'll also have the option to send a payment notification email to let your Clients know you've received their payment too.
To add a payment, you can either:
 

Add Payments Inside the Payments Section

This allows you to quickly add a payment without an option to send a payment receipt email to the Client:
  1. Go to the Payments section
  2. Next to All Invoice Payments, click on the green + button
  3. In the Invoice field, type the invoice number, or look for the Invoice in the dropdown list
    New payment with fields to fill out.
  4. The Payment Date of the payment will default to today, click on it to change it to a different date if needed
  5. Choose the Payment Type
  6. Specify the Amount Paid - this will be in the same currency as the invoice’s
  7. Add any Notes about the payment if needed
  8. Click the green checkmark to save the payment.
 

Add Payments in Bulk

This allows you to quickly add payments to multiple Invoices at once, with the option to send payment notification emails to the Clients:
  1. Go to the Invoices section
  2. Check off the boxes next to the Invoices you want to mark as paid (must be in the same currency)
  3. Click on the Bulk Actions button that appears above the list
  4. Click on Add a Payment
    Add a payment button.
  5. If all the selected Invoices have the same information, you can use the Apply to All Payments section to give them the same Payment Dates, Internal Notes and/or Payment Type
  6. Otherwise, edit each Clients' payments for their Invoices with the Payment Date, Internal Notes, Payment Type and Amount as needed
    Add a payment with fields to fill out.
  7. Check off the box next to Send client a payment notification email if you'd like to inform your Clients of the payment being made
  8. Once you're done, click on Save. If selected, the payment notification email will be sent to your Clients.
 
If you're looking to apply a Credit as a payment instead, you'll need to use the individual payment steps below.
 

Add Payment to an Individual Invoice

This allows you to pay an Invoice individually with the option to send a payment notification email to the Client as well:
  1. Go to the Invoices section
  2. Click on the Invoice you've received payment for
  3. Next, click on More Actions then select Add a Payment
    Add a payment button on individual invoice.
  4. In the Add a Payment pop-up, the Amount will be populated with the full outstanding total, the full Deposit, or the next available Payment Schedule - you can overwrite this with a different amount if needed
    Add a payment box with fields to fill out.
  5. Next, choose the Payment Method in the dropdown - the Client's Credit will appear if any is available as the first option
  6. The Date of the payment will default to today, click on it to change it to a different date if needed
  7. If needed, click in Payment Notes and add details about the payment
  8. Check off the box next to Send client a payment notification email if you'd like to inform your Client of the payment being made
  9. Click Add Payment and if selected, an email will be sent to your Client. The email will state that [Business] has received your [Payment Method] payment of [Amount] for Invoice [Number].

Edit a Payment

Payments can edited from within the Payments section or while on an Individual Invoice:
 

Add Payments Inside the Payments Section

Edit a payment in the Payments section with these steps: 
  1. Go to the Payments section
  2. Click on the payment you want to edit, or click on the pencil icon while hovering over it
  3. Edit any information as needed
    Payment with fields filled out that can be edited, including a delete link.
  4. Then click on the green checkmark to save the changes.
 

Edit Payments on an Individual Invoice

Edit a payment while working on an Invoice with these steps:
  1. Go to the Invoices section
  2. Click on the Invoice you would like to edit the payment on
  3. Scroll to the bottom of the Invoice to see the payments associated
  4. Click on the payment you want to edit
    Payment in list of payments for invoice.
  5. Edit any information as needed, including re-sending another payment notification email. Click Save once you're done.
    Add a payment box with fields to fill out.
 

Delete a Payment

Deleting a payment is very similar to editing a payment. If you've ever accidentally marked an Invoice as paid and want to make it unpaid again (or undo the payment), you can use these steps in the Payments section or while on an Invoice. If you need to do a refund, follow the steps here instead.
 

Delete Payments Inside the Payments Section

Delete a payment in the Payments section with these steps: 
  1. Go to the Payments section
  2. Click on the payment you want to edit, or click on the pencil icon while hovering over it
  3. Click on the Delete Payment link
    Delete payment link on a payment.
  4. Confirm by clicking on the Delete Payment button.
 

Delete Payments on an Individual Invoice

Delete a payment while working on an Invoice with these steps:
  1. Go to the Invoices section
  2. Click on the Invoice you would like to delete the payment from
  3. Scroll to the bottom of the Invoice to see the payments associated
  4. Check the box to the left of the payment then click on the Bulk Actions button
  5. Then click on Delete 
    Delete button on a selected payment.
  6. Click OK and the payment will be deleted.

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