Record an invoice payment on mobile

Record money already received, check office confirmation, and use card or payment-link options only where supported.

Before you start

Open the correct invoice and verify its customer, business currency, total, paid amount and outstanding balance. You need permission to collect on that invoice; recording a payment is not the same as initiating a bank transfer or receiving a card payment.

Plan eligibility, business features, permissions and device support still apply. Reading a guide does not grant access.

Step by step

  1. Open the invoice’s Take payment action. Review the current outstanding amount online where possible, especially if the screen is showing saved data.
  2. To record an external payment already received, choose Other, then select the actual method such as Cash, Bank transfer or Other. Do not select a method simply to clear the balance.
  3. Choose the applicable deposit or outstanding amount, or enter a custom amount. Check the amount and currency against the actual receipt before recording it; the collectible amount is limited to the outstanding balance.
  4. Read the response. An offline saved mark must sync before it is confirmed. A Field user’s payment mark can require office confirmation and must not be treated as settled money merely because it appears in the queue.
  5. Refresh the invoice and Recorded payments after the record is confirmed. Reconcile paid and outstanding amounts with the real receipt. Where your permissions allow, correct an accidental manual record through its edit or removal controls.
  6. Use payment-link or in-person card collection only if the business, country, provider connection and installed device support that option. Review the displayed charge and any applicable surcharge before a card collection; sharing a link alone does not mean payment was received.

Worked example

A customer pays a partial invoice by bank transfer. The authorised user records the received amount with Bank transfer, then checks that the invoice remains part paid with the correct remainder. A worker who only has collection permission leaves the mark for office confirmation.

This is an illustrative scenario, not a customer testimonial.

Check the result

Compare the confirmed payment ledger with the bank or payment-provider receipt. Paid status, job work-completion status and customer sign-off are separate checks.

Limits and troubleshooting

  • If a response is delayed or uncertain, refresh the invoice and payment history before repeating the action. Never charge a card again solely because a screen did not refresh.
  • Editing or removing a manual payment record is not a refund and does not return money to a customer. Card or web-recorded payments may not have an editable native manual-payment row.
  • Card payments and payment links need connectivity. Regional availability and fees depend on the business and provider; an AllQuote subscription does not activate customer card collection. Where card collection is unavailable, record legitimately received payments through the supported manual method.

Related web guides and screenshot examples

These examples show the web interface. They are not screenshots of the native app.

Business settings in United Kingdom

  • Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
  • Check the business currency (GBP), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
  • Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.
  • Card payment links and Tap to Pay are not enabled for this market. You can record payments received manually. Paying for an AllQuote subscription does not enable customer card collection; Australian card fees are not local rates.
  • Review a draft document with a known subtotal and expected tax before sending it. The configured tax label, rate and inclusive/exclusive setting control the document calculation; address entry is not an automatic determination of which taxes you owe.

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