Record a payment

Record cash, cheque, transfer or other payments a customer made outside Nova so the invoice shows as paid.

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 Collect 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.