How do I record a payment against an invoice?
Short answer
Record one or more payments on any invoice with amount, date, method (check, ACH, credit card, cash, other), reference number, and notes. WorkSkedge automatically recalculates the balance and flips the invoice to Partial or Paid.
On this page
Recording a payment tells WorkSkedge how much of an invoice has been collected. You can record as many payments as you need against one invoice, and the invoice recalculates its amount paid, balance due and status automatically — no manual status change required.
Before you start
- The Finances module must be enabled on your billing tier, with the Invoices (AR) toggle on (Settings > Workflow > Project & Work Order Rules > Features). Without the module, the Invoice menu does not appear at all, no matter the role.
- The invoice must already exist and be created and sent.
- Payments are recorded by Administrators and Finance Coordinators; Managers have full invoice access including approval. Schedulers and Safety Managers have no financial access.
Steps
- 1Open the invoice
- 2Add a payment: amount, date, method, and reference number
- 3Repeat for each instalment — the balance updates automatically
- 4Watch the status move to Partial, then Paid when fully covered
Recording a payment
Multiple payments can be recorded against a single invoice. Each payment tracks:
- Amount and date
- Payment method — check, ACH, credit card, cash, or other
- Reference number — check number or transaction ID
- External ID — for cross-referencing your accounting system
- Notes
Automatic recalculation
Whenever a payment is added or removed, WorkSkedge updates the invoice's amount paid, balance due, payment status and lifecycle status:
- A payment that leaves a balance moves the invoice to Partial.
- Payments that cover the total move it to Paid (amount paid ≥ total amount).
The full lifecycle is Draft → Sent → Viewed → Partial → Paid, with Void available from any point.
Notes and limits
- Draft invoices are fully editable; once Sent, editing is limited. Record payments against sent, viewed or partial invoices.
- Void is terminal — a voided invoice stays on file for audit and does not get deleted.
- Voiding an invoice that is already Paid is a refund scenario, not a correction: reverse the money in your accounting system too.
- Customer-facing payments are separate from purchase-order payments to vendors, which follow their own rules.
Common errors
- No Invoices menu — the Finances module is off for your tier, or the Invoices (AR) feature toggle is off. An Administrator has to enable it.
- You can view but not record — your role has read-only financial access. Ask an Administrator or Finance Coordinator.
- The invoice status did not change — status follows amount paid: it only moves to Paid once amount paid is greater than or equal to the total. Check for a rounding difference or a missing final payment.
- You want to delete an invoice — you cannot. Void it instead, which cancels it and preserves the audit trail.
Related: create and send an invoice, review and process timesheets for payroll, and how WorkSkedge handles financials and job costing.
Also see what the invoice statuses mean, apply customer and vendor credits, and find overdue invoices with Receivables Ageing.
Frequently asked questions
Can I record more than one payment on an invoice?
Yes — multiple payments are supported, and the invoice tracks amount paid and balance due across all of them, moving to Partial then Paid automatically.
What payment methods can I record?
Check, ACH, credit card, cash, or other — plus a reference number (check number or transaction ID) and an external ID for your accounting system.
How do I cancel an invoice?
Void it. Invoices are never deleted — voiding cancels the invoice while preserving the audit trail.
Who can record a payment on an invoice?
Administrators and Finance Coordinators record and finalize payments; Managers have invoice read, write and approve access. Schedulers and Safety Managers have no financial access, and Site Leads and Site Workers cannot record customer payments. The Finances module must also be enabled on your billing tier.
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Last verified August 30, 2026