--- key: record-a-payment title: Record a payment audience: staff section: sales-billing/invoices routes: ["/invoices", "/payments"] permissions: ["billing.payments.create"] features: ["billing.payments"] since: 0.0.1 updated: 0.0.1 status: published summary: Record cash, cheque, transfer or other payments a customer made outside Nova so the invoice shows as paid. keywords: [cash, cheque, e-transfer, bank transfer, mark paid, received, collect payment] related: [create-an-invoice, take-a-card-payment-on-an-invoice, convert-a-quote-to-an-invoice, correct-a-recorded-payment] --- In the sidebar, open **Sales & Billing**, then **Invoices**. The page address is `/invoices`. You can also start from **Payments**, at `/payments`. ## Before you start - Your role needs permission to record payments. - This article covers money that arrived outside Nova: cash, a cheque, a transfer, or a card run through your own terminal. Collecting a card payment through Nova uses the same window, on its **Card**, **Charge saved card** or **Send payment link** tabs; see [[take-a-card-payment-on-an-invoice]]. ## Steps 1. In the **Invoices** list, choose **Collect payment** from the invoice's row actions (it reads **Collect remaining payment** after a part payment). Or open the invoice and press **Collect payment**. The payment window opens, titled "Collect payment for" and the invoice number. 2. Make sure **Cash, cheque or e-transfer** is selected at the top. 3. In the amount field, enter how much the customer paid. Nova starts with the full balance, so change it for a partial payment. 4. Choose a **Method**: **Cash**, **Cheque / check**, **eTransfer**, **Bank transfer**, **EFT / ACH**, **Bank debit / direct debit**, **Wire**, **Card (external terminal)** or **Other**. 5. Set the **Payment date** to the day the money arrived. 6. Add the reference if the method asks for one, such as the cheque number or the transfer reference. 7. Press **Record payment**. > **Note:** To record a payment that is not for one invoice, open **Payments** and press **New payment**. Choose the **Account**, then either pick the invoice or choose to leave the payment unapplied, which holds the money as credit on the customer's account. ## What you see - Nova confirms the payment was recorded and shows the remaining balance. The collection methods close so you can see the result clearly. - **Collect another payment** starts a fresh form with the remaining balance and empty reference fields. A payment still processing must finish first; a fully paid invoice cannot collect another payment. - **Send receipt** opens a review window. Check the sender under **From** (point at it or tap it to see its number or address and where replies land; **Change** picks another sender for this receipt when more than one is available), the recipient email or phone, wording and customer preview, then press **Send receipt** in that window. Add one or more email addresses or phone numbers. In **More options**, choose a PDF, send yourself a copy by email, or turn on **Schedule send**. The send time is on your business's clock; when your device is set to another time zone, the zone is named under it in plain words. Each recipient receives a separate receipt; copied addresses stay private. Text delivery starts with the secure link only, when an invoice is linked. - The invoice has a collapsed **Payments** section after **Adjustments**, beside its totals. Open it for compact payment rows. Hover, focus or tap **Paid** or **Partially paid** for payment and receipt details. Each payment’s three-dot menu offers **Open payment**, **View receipt**, **Download PDF** and **Send receipt**, where your role permits them. Opening a payment or receipt keeps the current page underneath; its address supports reload and browser Back. - On a computer, the review window’s send button is beside its title. On a phone, it stays in a bottom bar above the safe area while the customer preview can be expanded or collapsed. - Customer receipts show times in your organization's timezone, including daylight saving changes, with no time zone label, for example "Oct 12, 2026 at 3:04 PM". - Each payment row has a **Send receipt** icon. **Not sent** also opens receipt review. Text receipts start with a short thank-you and a secure link when available; add your own one-sentence wording if needed. - The invoice's status chip reads **Paid** when nothing is left owing, or **Partially paid** when some balance remains. - The payment appears in the **Payments** list and on the customer's account. A scheduled or queued receipt stays pending until delivery is confirmed. - A link under the form opens extra fields for a tip, who sent the money, proof of payment and notes. You only need them when the payment calls for it. ## If something looks different - The invoice is a **Draft**: you can still record a payment on it. It stops being a draft the moment the payment is recorded, and its number and amounts are fixed from then on; closing the window without recording leaves it a draft. If **Collect payment** is missing on a draft, your role cannot send and collect on draft invoices. Ask your admin, or send the invoice first. - Only card choices appear: your role can collect card payments but not record outside ones. Ask your admin. - Nova refuses with "Some items are short on stock or capacity. Resolve them before this invoice is sent or paid.": a line asks for more of an item than you have, or for a service that is not booked yet, and your organization requires stock or capacity before an invoice is sent or paid. Fix the line, or see [[hold-inventory-from-quotes-and-invoices]]. - The amount field refuses to save with a message about currency: the payment and the invoice are in different currencies. Record it in the invoice's currency. - You recorded the wrong amount: a recorded payment cannot be edited in place. Ask someone whose role can reverse payments.