When a client pays, open the invoice and click Record Payment to log it. The invoice’s Balance updates immediately, and once the balance reaches zero the invoice is marked Paid.
The Payment Record form has these fields:
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Payment Type:
- Manual — record money you have already received (cash, check, or a transfer made outside PSS). Nothing is charged.
- Card — charge a credit/debit card through Stripe right now. Choose a card on file under Select Payment Method, or enter new Card Details (name, number, CVV, MM/YY) and optionally tick Save Card to keep it on the client’s profile.
- Bank Account — charge a bank account the client has already saved through Stripe. Choose it under Select Payment Method. (For accounts in Brazil, Boleto and Pix appear here instead.)
- Amount — defaults to the full balance. If Support Partial Payments is enabled (see 6.3), you can enter a smaller amount and the invoice stays open with a reduced balance; when it is off, the field is locked to the balance.
- Payment Date — for manual payments, the date the money was received (defaults to today).
- Notes — optional payment notes, kept in the invoice history.
- Mark as Auto Pay (Card and Bank Account only) — also enrol the client in autopay with this payment method (ticking it saves the card automatically).
- Add [Processing Fee] ($X / Y%) (Card and Bank Account only) — tick to add your processing fee (see 6.10) to this charge. The line shows the fee as configured for that payment method.
- Add [Late Fee] ($X) — shown only when the invoice is late and eligible for a late fee that has not yet been applied (see 6.9). It is unticked by default, so recording a payment never adds a late fee unless you choose to.
Click Save Payment. The total the client will be charged, including any fees you ticked, is shown above the button before you confirm.
- If a client pays online (card or ACH) from the emailed invoice or the Client Portal through your connected Stripe account, the payment is recorded automatically.
- If a client pays more than the balance, the extra becomes a credit on that invoice (a negative balance). See 6.12 for how credits work.
- Each payment appears in the invoice’s Payments history. A payment recorded by mistake can be removed from there; the balance and status are recalculated.
Note: ACH (bank) payments are not instant — they settle over 2–4 business days. While an ACH payment is processing, it shows as ACH In Process on the invoice, the invoice is not marked Paid, and reminders are paused until the bank confirms. See 6.13 for the full ACH process.