Recording a Payment

Use Record an external payment when money moves outside Peasy's online payment system — for example, a check in the mail, a bank transfer, or a manual ACH. Peasy is a payment action, while check, cash, ACH, wire, and card are payment methods (rails); the payment chooser keeps those concepts separate.

How to Get There

You can open the payment chooser from either the invoice or bill list:

• Invoices — Go to Sell > Invoices, click the ⋮ menu on the invoice row, and choose Record Payment. You can also open the invoice — from the Invoices list, or from the order's Invoice tab — and click Record payment on it. As a shortcut, click the Unpaid or Partially Paid chip in the Payment column on the Invoices or Orders list. The chooser offers Request payment with Peasy or Record an external payment. On the Orders list this shortcut appears once the order has an invoice.
• Bills — Go to Buy > Bills, click the ⋮ menu on the bill row, and choose Pay Bill. This action is available even if Peasy Payments is not set up. The chooser offers Pay with Peasy or Record an external payment. You can also open the bill panel and start from Pay Bill there.

For an invoice that's part of a sales order with multiple invoices, Peasy first asks which invoice to apply the payment to.

Step by Step

1. Open the payment dialog using one of the methods above.
2. Under Payment action, choose Record an external payment. If the exact Peasy flow is ready, Peasy is the default; otherwise external recording is the default and Peasy remains visible with the setup requirement.
3. Pick the actual Payment method — check, cash, ACH, wire, credit card, or other.
4. Enter the Amount, or click Pay Full Balance to fill in the remaining balance automatically.
5. If the method needs one, fill in the reference field that appears — it's labeled Check Number for a check, or a confirmation/reference number for ACH and wire.
6. Pick the Payment date.
7. Optionally add a Memo — it's an internal note, and if QuickBooks is connected the memo syncs along with the payment.
8. Review the summary near the bottom, then click Receive Payment (invoices) or Record Payment (bills).

What Happens After

• The Paid column on the Invoices or Bills page updates to reflect the amount you just recorded.
• If the payment covers the full balance, the payment status changes to Paid.
• If it only covers part of the balance, the status changes to Partially Paid and the remaining Balance stays visible.
• If QuickBooks is connected, Peasy syncs the new payment to the matching QuickBooks invoice or bill in the background.

Good to Know

• Record an external payment is for offline payments only. For customers paying online, choose Request payment with Peasy; for paying a vendor by ACH directly from Peasy, choose Pay with Peasy. Peasy records the payment origin separately from the rail, so History can distinguish Peasy, manually recorded, and QuickBooks payments.
• You can record multiple partial payments. Record each one separately and the balance decreases each time.
• If an online payment is already in progress, you can only record what's left. While a bank transfer is still moving, the dialog shows a Payable Now amount — the part of the balance that isn't already covered by the in-flight payment — and Pay Full Balance fills that amount. If the whole balance is already being paid, you'll see a "Payment already in progress" message and can't record more until that payment finishes or fails.
• Recorded payments are manual log entries — they cannot be processed or reversed through Peasy's payment network. If you need to correct a mistake, contact your account administrator.

Related

• Managing Invoices — View and act on all invoices from the Invoices page
• Managing Bills — View bills, record payments, and pay vendors via ACH
• How Customers Pay — How the online payment flow works for customers
• Payments Overview — How payment collection works in Peasy
• Invoice Reminders — Automate follow-up emails for unpaid invoices