Manual payments are for money received outside the portal, such as check, bank transfer, cash, or another approved process. Record them carefully so invoice status and customer history stay accurate.

What this guide helps you do

• Apply a received payment to an invoice.
• Avoid duplicate payment attempts.
• Use AI to find likely matching invoices while keeping final confirmation with a human.

Before you start

• Confirm the money was actually received.
• Know the customer, invoice, amount, currency, payment date, and reference.
• Check whether another teammate already recorded the payment.

Do it manually

1. Open Money and find the invoice.
2. Open the invoice drawer and confirm balance due.
3. Choose the manual payment or collect payment action when available.
4. Enter the received amount and reference details your team tracks.
5. Save the payment and confirm the invoice balance changed.
6. Add a Customer 360 note when helpful for future context.

Ask Faster AI

• Find open invoices for this customer that match a $750 bank transfer and suggest the safest one to review.
• Prepare a manual payment entry for this invoice, but wait for my confirmation before recording it.
• Explain whether this payment would overpay the invoice before I save it.

Review before saving, sending, paying, or refunding

• Confirm amount and currency match the received payment.
• Do not record a manual payment just because a customer says they paid; verify receipt first.
• Watch for overpayments, duplicate payments, and partial-payment expectations.

Common issues and fixes

• If the wrong amount was recorded, review adjustment or refund guidance instead of hiding history.
• If the invoice is already paid, do not record another payment without understanding why.
• If payment state does not update, refresh and check sync health.

Placeholder media

• Screenshot placeholder: add an annotated screenshot of record a manual payment with customer names, amounts, account details, and private notes blurred.
• Video placeholder: add a short walkthrough that starts from the Money workspace, shows the manual path, then shows the review step before anything is sent, paid, refunded, or published.

Related help

• Track invoice status
• Troubleshoot payment status
• Issue refunds or adjustments

Use it in daily operations

• Before closing the task, review the related Money record, customer record, owner, due date, and any follow-up message that should happen next.
• If the workflow affects a real payment, keep the action in review until the amount, recipient, invoice, quote, or bill details are confirmed.
• Use Faster AI to summarize the payment context and prepare a checklist, but approve sends, refunds, bill payments, and customer-facing messages manually.