When a client pays you by check, cash or bank transfer, record it on the invoice so its balance and status stay right. Payments made online through Stripe are recorded for you (see Connecting Stripe for online card payments).
Record a payment in one click
- Click Mark Paid on the invoice, or Record payment next to an invoice on the dashboard, in an invoice's row menu on the Invoices list, or on a client's or subscription's invoice list.
- Pick how you were paid next to by: check, cash, bank transfer or card taken in person. BillGrid remembers your choice for next time.
- Choose Paid in full to record the whole balance, dated today. Choose Partial payment to enter the amount you received.
The invoice becomes Paid, or Partially paid if some is still due. If you record more than the balance, the extra goes into the client's retainer.
Use the client's retainer
A retainer is money a client has paid you up front. Add to it from the Retainer card on the client's page. When a client has a retainer in the invoice's currency, the menu also offers Retainer, then check (or whichever method you picked): it takes what it can from the retainer and records the rest by that method.
Split a payment, pay line items, or add a note
Choose Split, line items or a note to open the payment panel on the invoice. There you can:
- Split one payment across methods: click Use retainer to take part of it from the retainer, and Split with another method to add another. The last method covers whatever is left until you type its amount.
- Enter a check number or transfer reference, the date you received it, and a note for your team.
- Pay for chosen line items instead of the balance, under Line items. This is available until the first payment is recorded, and the payment must add up to what the chosen lines owe.
Before you save, the panel tells you what the payment will do, for example "Leaves $350.00 due". Click Record, or press Ctrl+Enter. A payment that uses the retainer can't be more than the balance, and the retainer can't pay more than it holds.
Fix a payment recorded by mistake
- Open the invoice, click the … menu and choose Payments.
- Click Void next to the payment, then Void payment to confirm.
Voiding removes the payment and puts things back as they were: the balance and status, any retainer the payment used, and any overpayment it added to the retainer. The invoice's activity keeps a record of who voided what. If the retainer has since been spent, add to it before you void. A payment your client made online can't be voided here; refund it in your Stripe account instead.