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: 

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

Bulk Add a Payment

  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 from dropdown.
  5. Enter your payment details for each payment
    Fields to add multiple payments in bulk to several invoices.
  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.

Note: If you're looking to apply a Credit as a payment instead, you'll need to use the individual payment steps below.

Add a Payment to an Invoice 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: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 Actions and then Edit:Edit link.
  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, 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 Invoice, click Actions
  5. Click Delete 
  6. You'll then be asked if you're sure you want to delete the payment. Delete payment button.
  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?

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.Thank you message in a comment for an invoice.

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). 


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