Frequently Asked Questions

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) 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: 

 

Adding 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 do individual payments on each Invoice or mark a group of Invoices as paid in one bulk action. 

Bulk Mark as Paid

  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 Mark as Paid

    Bulk_Mark_Paid

  5. Enter your payment details and click on Add Payments. That's it!

    Bulk_Add_Payment

Mark an Invoice as Paid Individually

  1. Go to the Invoices section
  2. Click on the Invoice you've received payment for
  3. Click More Actions then Add a Payment:

    Individual_Mark_Paid

  4. You'll be taken to this screen:

    Individual_Add_Payment

  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.

 

 

Editing a Payment

To edit a payment, follow these steps:

  1. Head to your 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 to the left of the Invoice, click Actions and then Edit:

    Edit_Payment

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

    Edit_Payment_Fields

 

 

Deleting 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, 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 edit the payment on
  3. Scroll to the bottom of the Invoice to see the payments associated
  4. Check the box to the left of the Invoice, click Actions
  5. Click Delete 
  6. You'll then be asked if you're sure you want to delete the payment. 

    Delete_Payment

  7. Click OK and the payment will be deleted.

 


FAQs

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

You can acknowledge payment from your Client by sending them a comment on the paid Invoice. Just click on the header above the Invoice, type in a comment, and hit Send.

ThankYou.png

This automatically sends an 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).