Recording a Payment

Use Record Payment when money moves outside of Peasy's online payment system — for example, a check in the mail, a bank transfer, or a manual ACH. The same dialog works for both customer payments on invoices and the payments you make on vendor bills, so the steps below apply to either side.

How to Get There

You can open Record Payment 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 detail panel and use the Record Payment action.
• Bills — Go to Buy > Bills, click the ⋮ menu on the bill row, choose Pay Bill, then change Payment method from Pay with Peasy to the outside method you used. 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. For an invoice it's titled Receive Payment; for a bill it's titled Record Payment.
2. Pick a Payment method — check, cash, ACH, wire, credit card, or other. On bills, Pay with Peasy is selected by default because it sends money through Peasy; switch to an outside method when you only need to record a payment.
3. Enter the Amount, or click Pay Full Balance to fill in the remaining balance automatically.
4. 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.
5. Pick the Payment date.
6. Optionally add a Memo — it's an internal note, and if QuickBooks is connected the memo syncs along with the payment.
7. Review the summary near the bottom — it shows the total, previous payments, and the current balance.
8. 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 Payment is for offline payments only. For customers paying online (via bank transfer or card), they use the payment link in the invoice email — Peasy updates the invoice automatically when they pay. See How Customers Pay. For paying a vendor by ACH directly from Peasy, choose Pay Bill and keep Payment method set to Pay with Peasy; see Paying a Bill via ACH on the Managing Bills page.
• You can record multiple partial payments. Record each one separately and the balance decreases each time.
• 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