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      How do I add, edit or delete a Payment?

      In FreshBooks, income is tracked when you mark an Invoice 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 payment gateways here. You're also able to modify payments if you've done a partial or full refund.

      Read more on how to add, edit or delete payments:



      See all online (Credit Cards & Bank Transfers (ACH)) and manual (offline) payments in one place with the below steps:

      1. Click on Invoices section
      2. Click on the Payments sub-section underneath


      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



      • 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 your Payments Reports (Accounts Aging & Payments Collected) or to Accept/Manage your Online Payments

      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. Enter your payment details for each payment, including the Amount, Payment Method and Payment Notes
        Add a payment with fields to fill out.
      6. If you'd like to apply the same payment method, date or notes to all payments, check off the Apply payment method/date/notes to all box underneath
      7. Once you're done, click Save.


      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. Click More Actions then Add a Payment:Add payment button.
      4. You'll be taken to this screen:Box to add payment to this invoice.
      5. Here you can enter your payment information. Click Add Payment once you've entered the information correctly, and the payment will be applied to your Invoice.

      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 Edit:
      5. From here you can edit all the payment information. Click Save once you're done. Edit payment fields.


      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.


      How can I let my Client know their Invoice is Paid? Can I send a thank you note or issue a payment receipt?

      When you manually add a payment to an Invoice, this does not notify the Client. However, you can acknowledge payment from your Client by writing a comment on the paid Invoice which sends them an email. Just click on the header above the Invoice, type in a comment, and hit Send.Thank you message in a comment for an invoice.

      This automatically sends a payment notification email to the Client with a link to the Invoice as well (which will now be updated to reflect a $0 balance, or a lesser amount after a partial payment).

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