Record a manual payment

Not every payment comes through an online rail. When a customer pays you in cash, by bank transfer, or through any channel outside PaidFast, record it manually so the invoice is marked paid and your balances stay accurate.

#Recording a payment

Open the invoice and choose to record a payment, then enter:

• Amount — the full balance or a partial amount.
• Date — when the payment was received.
• Method — cash, bank transfer, cheque, etc.
• Reference — optional, such as a bank transaction ID.

PaidFast updates the invoice to Paid or Partially paid, issues a receipt, and logs the payment in your Activity feed — exactly as it would for an online payment.

#Partial payments

Recording an amount smaller than the balance leaves the invoice Partially paid and keeps it open for the remainder. Record further payments as they arrive until the balance clears.

#Offline payment confirmation from customers

Where enabled, a customer can also flag from the portal that they've paid offline (for example a bank transfer), giving you a heads-up to confirm and record it on your side. Recording the payment yourself is what actually settles the invoice.

#Keeping records clean

• Always record the actual date money was received, not the date you entered it, so statements and reports are accurate.
• Add a reference for bank transfers to make reconciliation easy later.
• For a refund you owe a customer, use a credit note to adjust what's owed.

Manual payments are available on every plan — they're just a way of telling PaidFast that money already changed hands.