See which invoices are paid and open

Introduction

Every invoice the app sends keeps track of how much of it has been paid. The invoice list under Financials shows a Payment status, an Open amount and an Attention warning for each invoice. On the new invoice screen the same facts sit in a Payment card on the right. From there, the screen headed Payments and allocations lists everything that paid the invoice, under a summary strip.

You would be here because:

• a customer says they paid and you want to see whether the money reached the invoice
• you are going through the month's invoices to see which are still open
• an invoice shows Overdue or Refund due and you want to know why
• a customer pays an invoice at the counter and you record it against that invoice

Terms used on this screen

Every way to see whether an invoice is paid

Use this page to read an invoice's payment state and to record a payment against one invoice.

How to use

Configuration

There is nothing to switch on: every sent invoice has a payment status. The Payment card and the Payments and allocations screen are only on the new invoice screen. A company administrator switches that screen on with Use new invoice screen; see Use the new invoice screen. On the classic invoice screen you still see the status and open amount in the invoice list.

Before you start: the Financials menu, the invoice screens and Register payment are for company administrators. If you cannot see them, ask your administrator.

Using the invoice payment status

1. Open the invoice list. From the main menu open Financials, then click the Invoices tile. The list is sorted newest first.

2. Read the three payment columns at the right of each row: Payment status, Open amount and Attention. Amount paid and Due date are hidden columns; switch them on with the column-visibility control at the top right of the list. Use the filter under a column header to narrow the list, for example Attention = Overdue.

3. Click a row to open that invoice. On the new invoice screen, the Payment card on the right shows Paid x of y, a progress bar, Open amount and the due date. Any Attention warning appears under it.

4. To record a payment against this invoice, click Register payment in the Payment card. The Payment form opens with the invoice filled in and Amount set to the open amount. Check Payment date, choose the Payment method, pick the Location if it is empty, add a Payment reference if you have one, and click Save. Nothing is recorded until you click Save; Cancel leaves the invoice as it was.

5. To see what paid the invoice, click Payments & allocations in the Payment card. The screen headed Payments and allocations opens. Read it from top to bottom:

   Part of the screen	What it lists
   Summary strip	Total (incl. VAT), Amount paid, Open amount with the due date, Payment status
   Payments on this invoice	Payments recorded against this invoice itself (with Register payment, a payment link or direct debit)
   Settled with credit notes	Credit notes that name this invoice. Only shown when there is one
   Allocated from booking payments	Money from the booking's payments that the app assigned to this invoice, with Source and a Reverse button
   Unallocated booking payments of this customer	Money on the booking that is still free, with an Allocate button

   Back to invoice returns you to the invoice.

When it worked, the payment shows under Payments on this invoice, Amount paid goes up and Open amount goes down by the same sum.

Key details

What each payment status means. Skim this once; you will come back to rows as they come up:

What each Attention flag means.

A 5-cent margin. An invoice counts as Paid when 5 cents or less is still open. An invoice of €181.50 with €181.45 paid reads Paid; with €181.44 paid it reads Partially paid with €0.06 open. Overdue uses the same margin: 5 cents open after the due date is not flagged, 6 cents is.

What counts as paid. Three things add up to Amount paid: payments recorded against the invoice itself, money allocated from the booking's payments, and credit notes that name the invoice. Deposits never count by themselves.

A worked example. Invoice 2026-0412 for booking #2041 is €500.00, due 15 October.

Credit notes settle the invoice they name. Credit €100 of a €500 invoice that is not paid yet, and the credit note counts as paid on the invoice: the invoice shows €100 paid and €400 open, and the credit note reads Settled. Credit the whole invoice and it reads Credited. A credit note that names no invoice reads To refund with Credit not applied until it is paid back.

What to do next: chase Overdue invoices first (Send reminders for overdue invoices), then sort out Refund due and Credit not applied.

Q&A

Why does an invoice still say Pending when the customer paid when they booked? Money paid on the booking is assigned to the invoice when the invoice is sent. A payment that came in after that stays free until it is allocated. Check Unallocated booking payments of this customer on Payments and allocations and click Allocate on the row, or see Match payments to invoices.

Why does an invoice say Refund due after I credited part of it? The invoice was already paid in full, and the credit note counts as paid on it too, so it has received more than its total. A €500 invoice paid in full and then credited €100 shows €100 too much. Refund the €100 to the customer with Refund deposits and overpayments to customers.

Why is an invoice past its due date not marked Overdue yet? The flag is worked out again whenever the invoice or one of its payments changes, and an overnight check marks every invoice whose due date has passed. An invoice that fell due today, and that nobody has touched, therefore reads OK until the next morning. The Payment reminders list works from the due date itself, so it shows overdue invoices straight away: see Send reminders for overdue invoices.

Why can't I see Register payment or Payments & allocations? They are on the new invoice screen only. On the classic screen, Register payment appears only on a sent invoice that is not linked to a booking. Pay a booking invoice on the booking instead: Record a payment a customer has made. Or ask your administrator to switch on Use new invoice screen: Use the new invoice screen.

Why does an invoice read Paid and "Marked as paid on … (no payment registered)"? It is an older invoice that was marked as paid in bulk when payment tracking started. No payment record exists for it, and nothing is allocated to it.

Why does an old invoice say Not tracked? It existed before your company started tracking payments per invoice. Its payments are counted on the booking, oldest invoice first, and are not shown per invoice. The booking's balance shows what is still owed: Check what a customer owes and take a payment.

How does a credit note that reads To refund get paid back? Not through the refund process on To be refunded; that does not pick up credit notes. Pay the money back yourself, for example by bank transfer, then open the credit note and click Register payment in its Payment card. The form proposes the open amount, which is negative on a credit note. Save it, and the credit note reads Paid. If the customer has another open invoice instead, credit notes that name that invoice settle it; see Take back an invoice with a credit note.

Why does a deposit not lower the open amount? Deposits are never used to pay an invoice by themselves. Move the deposit to rent first with Settle deposit on the customer's open-invoice list, or Settle on the booking's payments screen; the app then allocates it. See Take a deposit or hold it on the customer's card.

Where do I see what a customer owes over all their invoices? Not here; this page is per invoice. Use Financials → Outstanding balances: Check what a customer owes and take a payment.

Related pages:

• Match payments to invoices, to move money onto the right invoice or reverse a wrong allocation.
• Use the new invoice screen, for the rest of the invoice screen.
• Follow up bookings with outstanding payments, to chase bookings rather than invoices.