Skip to main content

Payments

Record money received from clients and paid out, allocate each receipt to the invoices it settles, and mark cheques cleared or bounced.

Where
  1. Finance
  2. Payments
Who
  • Company Admin
  • Accountant

Payments is the one company-wide money register: every receipt and every payment out, across all your projects. Receipts settle the tax invoices raised on each project's Billing tab.

📷 Screenshot spot — the Payments page with the Received / Paid out / Unallocated strip, and one receipt open showing its allocations

Save as static/img/screenshots/finance-payments.png and replace this box with ![Payments](/img/screenshots/finance-payments.png)

Record a receipt from a client​

  1. Open Finance in the sidebar and click Payments.
  2. Click Record payment.
  3. Leave Direction on received (in) and Party type on client, then choose the Client.
  4. Enter the Date, Amount and Method — bank transfer, cheque, UPI, cash, card, adjustment or other.
  5. Add the Reference (UTR or cheque number) and the Bank account.
  6. If the client deducted TDS, enter TDS deducted and the TDS section, for example 194C.
  7. Under Allocate to invoices, choose the Project…. Its issued invoices with a balance appear.
  8. Type the amount against each invoice this receipt settles, or click Full.
  9. Check the line under the table — Allocated and unallocated — and click Record payment.

The payment is saved as Pending and opens in its own panel.

You decide what a receipt settles

The app never spreads a receipt across invoices by date. A client who pays ₹10,00,000 against four invoices has decided which ones, and guessing on their behalf produces a statement they will dispute. Whatever you do not allocate stays on the payment as Unallocated — money on account.

An allocation is refused if it:

  • goes to an invoice that is still a draft or is cancelled;
  • is more than the invoice's outstanding balance — an over-payment stays unallocated;
  • adds up to more than the payment itself;
  • spans two projects — record one payment per project;
  • goes to another client's invoice.

Allocation happens only when you record the payment; there is no later "allocate" step for money left on account. To allocate it afterwards, cancel the payment and record it again with its allocations.

Record a payment out​

Set Direction to paid out and choose a Party type of vendor, subcontractor, worker or other. Payments out are not allocated to anything. They are not linked to a project — the Project column shows "company" — so they do not appear in a project's cash position. They also add no project cost: that was counted when the material was issued or the subcontract bill certified (see Cost ledger).

Clear, bounce or cancel​

PendingCleared
Pending or ClearedBounced / Cancelled

Open the payment from the list, then:

  • Mark cleared — when the money reaches your bank.
  • Bounced — the cheque came back. Enter the bank's return reason.
  • Cancel — recorded in error.

Bouncing or cancelling reverses every allocation the payment made: the invoices reopen, and a bill that had been marked Paid goes back to Invoiced. It cannot be undone. A cheque presented again is a new payment.

A pending cheque already counts against the invoice

An allocation reduces the invoice's outstanding balance the moment you record it, even while the cheque is still Pending. The project's Cash position — cleared only panel counts cleared money only. If a cheque bounces, mark it Bounced straight away so the debt shows again in ageing and collections.

When a client pays through a Pay now link, the receipt records itself: received from the client, already Cleared, with the gateway's payment reference, allocated to that invoice. Anything paid above the balance stays unallocated. If it has not appeared, open the invoice's Send dialog, go to Pay link and click Check payment status. The same online payment is never recorded twice.

Read the register​

FigureWhat it means
ReceivedReceipts, excluding bounced and cancelled ones.
Paid outPayments out, on the same basis.
UnallocatedReceived but not matched to an invoice — the usual reason a client says they have already paid.
TDS deductedTax the client deducted at source.
BouncedHow many payments bounced. Shown only when there are some; they are left out of every total.

Filter with In and out (received or paid out) and All statuses (pending, cleared, bounced, cancelled). The Project column has an open link to the project, or reads "company".

Ageing is on each project's Billing tab, in buckets of Not yet due, 1–30 days, 31–60 days, 61–90 days and Over 90 days. It counts from the invoice's due date, not its invoice date — an invoice on 60-day terms is not overdue when it is 30 days old.

Who can do this​

Accountants and the Company Admin record payments and mark them cleared, bounced or cancelled. Project Managers can view the register. You see payments on projects you are on the team of, plus those not tied to a project.

AI

The Collections Agent ages what each client owes and drafts a reminder for each — you send it yourself. The Cash-flow Forecast lays out the next 30, 60 and 90 days of cash in and out.

  • Tax invoices — only an issued invoice can take a receipt.
  • RA bills — the billing strip shows what is billed, certified, outstanding and received.
  • Cost ledger — where project cost is actually counted.