Recording Payments

Record a payment against an invoice to bring down its balance and move it towards Paid. Payments taken online by card record themselves.

Record a payment

There are two ways in. From Banking & Expenses > Accounts Receivable, use the Record Payment row action. Or open the invoice, where Record Payment sits on the Payment History card.

1. Check the invoice and the amount due — the top of the form shows the invoice number, the customer and the outstanding balance. These are read-only.
2. Payment Date * — when the money arrived. It starts on today.
3. Payment Method * — how the customer paid.
4. Amount * — the full outstanding balance is filled in. Type a smaller figure for a part payment.
5. Bank Account — which of your accounts received the money.
6. Reference — the bank reference or cheque number.
7. Notes — anything worth remembering about this payment.
8. Select Record Payment.

Two rules the form enforces:

• The amount has to be more than zero, and it cannot be more than the outstanding balance.
• The payment date cannot be in the future.

The payment method list

The dropdown puts the methods you have set up under Your payment methods at the top, and the rest under Other. Between them you can record a bank transfer, PayID, cash, credit card, cheque, direct debit or another method.

Configure which methods you accept under Settings > Business Settings > Payments & Billing. The same list drives the payment instructions printed on your invoice PDFs and included in reminder emails.

Card payments record themselves

When you connect Stripe under Payments & Billing, your invoice PDFs and reminder emails carry a pay-online link. That link opens a public page where the customer pays by card, Apple Pay or Google Pay.

AxiomBlue records those payments against the invoice on its own, as soon as Stripe confirms them.

Automatic job series charges record themselves too

A customer can authorise automatic payment for a job series. AxiomBlue then charges each approved invoice for the series to their saved card or bank account, and records the payment itself. It appears as a credit card or direct debit payment, with the Stripe payment reference. A direct debit takes a few business days to clear, and is recorded once it has.

If someone records a payment by hand while an automatic charge is going through, AxiomBlue records only what was still owed. It then sends you a Refund needed notification for the difference, which you refund from your Stripe dashboard.

Setting this up is covered in Billing a Job Series Automatically.

Disputed online payments

A customer can ask their bank or card issuer to reverse a payment made through Stripe. When that happens, your administrators get a Payment disputed notification for the invoice. The payment stays recorded against the invoice, so review the dispute in your Stripe dashboard and decide what to do about it.

Part payments

Enter what the customer actually paid. The invoice moves to Partial and keeps tracking the balance. Record further payments the same way until the balance reaches zero, at which point the invoice moves to Paid by itself.

Payment history

Every invoice past draft carries a Payment History card. Across the top it shows Total Invoice, Total Paid and Balance Due. Below that, each payment is listed with its date, payment number, method, reference, notes, who recorded it, and the amount.

Before the first payment lands, the card reads No payments recorded.

What you should see

The payment appears in Payment History, Balance Due drops, and the invoice badge changes to Partial or Paid. On Accounts Receivable, Total Outstanding falls and Collected This Month rises.

Chasing money that has not arrived is covered in Overdue Invoices & Reminders.