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Record invoice payments and review payment history

Last updated July 23, 2026

Purpose and common uses​

Record a payment when the customer pays all or part of an invoice. Payment history provides the audit trail for amount, date, method, reference, and notes.

Before you begin​

Confirm the payment actually occurred, the invoice number, amount received, payment date, method, and any check or confirmation reference. Use Square only when your company has selected it for card payments.

Open the payment form​

  1. Open the invoice.
  2. Review Balance Due.
  3. In Quick Actions, click Record Payment.
  4. Select Payment Type.
  5. Enter Payment Amount, or choose 25%, 50%, 75%, or Full Balance.
  6. Select Payment Date.
  7. Enter Reference/Check Number when required.
  8. Add Notes (Optional).
  9. For an available Square card payment, follow the Process Payment flow. For other methods, click Record Payment.
  10. Confirm Paid and Balance Due update.

Verify the invoice and balance shown at the top of the payment window.

Review or correct payment history​

  1. Scroll to Payment Summary.
  2. Expand Payment History.
  3. Select a payment to open Payment Details.
  4. Review Payment Date, Amount, Payment Method, Reference Number, and Notes.
  5. Use the available edit action to correct an allowed field.
  6. Save and verify the invoice balance.

Payment History explains how the invoice reached its current balance.

What happens next​

A fully paid invoice shows no remaining balance and can move out of collections. Partial payments reduce the balance while keeping the remaining amount due. Accounting views use the updated payment information.

Troubleshooting​

Record Payment is disabled​

Choose a payment type and enter an amount greater than zero. Complete any required reference field.

The payment was recorded on the wrong invoice​

Do not add an offsetting payment. Review your company's correction process and use the available payment edit, credit, or refund actions.

Balance did not update​

Refresh the invoice and review Payment History. Confirm the payment finished successfully and was not recorded as an unapplied deposit.