# How do I record a payment against an invoice?

> 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.

- Product: WorkSkedge
- Section: Invoicing & Billing
- Canonical: https://workskedge.com/help/invoicing/record-payments-on-an-invoice
- Updated: 2026-09-16T20:04:50.206851+00:00
- Keywords: record payment, invoice payment, partial payment, paid invoice, balance due, void invoice, payment method, who can record payments

## Steps

1. Open the invoice
2. Add a payment: amount, date, method, and reference number
3. Repeat for each instalment — the balance updates automatically
4. Watch the status move to Partial, then Paid when fully covered

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](/help/invoicing/create-and-send-an-invoice).
- Payments are recorded by Administrators and Finance Coordinators; Managers have full invoice access including approval. Schedulers and Safety Managers have no financial access.

## 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](/help/invoicing/create-and-send-an-invoice), [review and process timesheets for payroll](/help/timesheets/review-and-process-timesheets-for-payroll), and how WorkSkedge handles [financials and job costing](/financials).

Also see [what the invoice statuses mean](/help/invoicing/invoice-statuses-and-lifecycle), [apply customer and vendor credits](/help/invoicing/apply-credits-to-an-invoice), and [find overdue invoices with Receivables Ageing](/help/invoicing/find-overdue-invoices-with-receivables-ageing).

## Screenshots

- Invoice editor in WorkSkedge showing draft total and invoice details panel: https://workskedge.com/api/public/help-image/app/v2/invoice-create.webp

## FAQ

### 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.