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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.

      Click on the Filters button in the right corner to filter your payments by these additional options:

      • Start and End - Specify a date range
      • Type - Choose one or multiple payment methods
      • Currency - Choose a specific currency to filter by
      • Client - Choose a Client to filter by

       

      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.

      To add a payment, you can either:

       

      Add Payments Inside the Payments Section

      1. Go to the Invoices section
      2. Then click on the Payments sub-section underneath
      3. Click on the green + button
      4. In the Invoice field, type the invoice number, or look for the Invoice in the dropdown list
      5. Enter the Payment Date in the field as YYYY-MM-DD or use the calendar
      6. Choose the Payment Type
      7. Specify the Amount Paid - this will be in the same currency as the invoice’s
      8. Add any Notes about the payment if needed
      9. Click the green checkmark to save the payment.

       

      Add Payments in Bulk

      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 Actions button that appears above the list
      4. Click on Add a Payment
        Add a payment button.
      5. If the 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, an email will be sent to your Clients. The email will state that [Business] has received your [Payment Method] payment of [Amount] for Invoice [Number].

       

      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

      The below steps can also be used to apply a credit as a payment on an Invoice too.

      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

      To edit a payment, follow 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. Check the box next to the payment, click on Bulk Actions and then click on the Edit button
      5. From here you can edit all the payment information, including re-sending another payment notification email. Click Save once you're done.
        Edit payment box with fields to modify.

       

      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. If you're looking to do a refund, check out this article.

      1. Head to your 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. Click Delete 
      6. You'll then be asked if you're sure you want to delete the payment
      7. Click OK and the payment will be deleted.

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