Recording Payments

Overview

The Payments page is where you record every incoming payment from clients. Payments are always linked to an invoice, ensuring accurate reconciliation and up-to-date invoice statuses across the system.

Recording a New Payment

1. Click Record Payment to open the payment form.
2. Select the Client — this filters the invoice list in the next step.
3. Choose the Invoice from the dropdown. The dropdown shows only outstanding invoices for the selected client, including the invoice number, original amount, and remaining balance.
4. Enter the Amount being paid. This can be the full outstanding balance or a partial amount.
5. Set the Payment Date (defaults to today).
6. Select the Payment Method: Cash, Bank Transfer, Cheque, Credit Card, or Online.
7. Select the Classification: Fees (legal fees) or Expenses (reimbursable case costs).
8. Enter the Receipt Number — the sequential number on the physical or digital receipt issued to the client.
9. Add any Notes for internal reference.
10. Click Save Payment. The system will update the linked invoice status automatically.

Partial Payments

If the amount entered is less than the invoice's outstanding balance, the invoice status changes to Partially Paid and the remaining balance is displayed on the invoice. You can record multiple partial payments against the same invoice until it is fully settled.

Payment History Table

All recorded payments appear in the history table with columns for Receipt #, Client, Invoice #, Amount, Method, Classification, Payment Date, and Recorded By. Use the filters at the top to narrow results by:

• Date range (from / to)
• Client name
• Payment method
• Classification (fees / expenses)