Skip to main content

Recording a customer payment

When a customer pays an invoice — whether by card, check, cash, or bank transfer — you need to record that payment so the invoice shows as paid and your books stay current. CloudFFL OS makes this straightforward.

Recording payment on a single invoice

  1. Go to Accounting → Customers → Invoices and open the invoice you want to mark as paid.
  2. Click Register Payment at the top of the invoice.
  3. A payment dialog opens with most fields pre-filled:
    • Journal — the bank or cash account where the money is going. Select the journal that matches how the customer paid (e.g., your main bank account for transfers, a cash journal for cash payments).
    • Amount — defaults to the full amount due. You can change this for partial payments (see next page).
    • Payment Date — defaults to today. Change it if you're recording a payment that came in on a different day.
    • Memo — optional. Add a reference like a check number or transaction ID if you want.
  4. Click Create Payment.

The invoice status changes to In Payment or Paid. The payment is recorded in your books — Accounts Receivable goes down and your bank account balance goes up.

Card payments through NMI or Authorize.net are recorded automatically. If the customer paid online or through the POS terminal using a connected payment provider, you don't need to register the payment manually — it's already done. Manual payment registration is for checks, cash, bank transfers, and other offline payment methods.

"In Payment" vs "Paid"

You might notice two different statuses after recording a payment:

  • In Payment — the payment has been registered but hasn't been reconciled with a bank statement yet. This is normal. Once you reconcile your bank account and match this transaction, it moves to Paid.
  • Paid — the payment has been fully reconciled. Everything matches up.

Both statuses mean the customer has paid. The difference is whether you've confirmed it against your bank statement yet.

Finding unregistered payments

To see which invoices are still waiting for payment:

  1. Go to Accounting → Customers → Invoices.
  2. Click the Not Paid filter (or filter by status = Posted).
  3. This shows all confirmed invoices that haven't had a payment recorded yet.

The Accounting dashboard shows you this at a glance. When you open the Accounting app, the dashboard shows your bank and cash journal balances, plus counts of invoices to process. Look for the "Invoices" card — it shows draft, waiting for payment, and overdue counts.

Back to top