Record a payment and close an invoice

An open invoice is settled by recording what the customer paid. Each payment lands in the payment ledger and moves the status to Partially paid or Paid by itself — you never set those by hand. Money you will not collect is written off; a mistaken invoice is voided.

Record a payment

Open the invoice and choose Record payment (in the Zaras app, a contact's Collect payment opens the same screen):

• Amount — the full balance, or less for a partial payment. More is refused: Amount cannot exceed the balance due.
• Method — Cash, Check, Card, ACH or Other. A check needs its Check #; Other asks for a Type.
• The payment date and Notes.
• Send receipt email after recording to email the customer a receipt in the same step.

The form states the outcome before you confirm: Invoice will be marked as Paid or Partially paid. In the app an offline payment is queued and syncs later.

The payment ledger

Every payment, void and write-off is a row with a Balance after figure. On the web the Payments card shows recent rows and View all opens the Payment ledger; in the app it is its own screen. Rows are typed Payment, Void or Write-off; Hide voided entries tidies the list.

Void a payment

On the ledger row choose Void, then in Void payment give an optional Reason and confirm. The payment stays in the ledger as Voided and stops counting toward the balance; it cannot be un-voided. If it was the payment that settled the invoice: This invoice will change from Paid back to Open.

Write off or void the invoice

Close invoice on an open or partially paid invoice asks for a Close method:

• Write off the remaining balance — You won't collect this balance. It is recorded as bad debt, payments already received stay, and the invoice becomes Written off.
• Void invoice — Created by mistake—removes this invoice from the customer balance. The invoice becomes Voided: excluded from balances and reports, kept for your records.

An invoice with payments cannot be voided: Can't void an invoice with payments. Issue a refund or credit instead. Void the payments first, or write off the balance. Either close warns This can't be undone.

Reopen

A voided invoice offers Reopen invoice: It will move back to an open status and you'll be able to record payments again. A written-off invoice cannot be reopened while its write-off stands — on the web Reopen invoice is disabled with the reason; the app does not offer it.

Online payments

A customer paying from their emailed invoice page adds the payment to the ledger by itself, with the card brand and last four digits, a Stripe reference and Open Stripe dashboard. With Auto-send payment receipts on in Settings → Online Payments, they are emailed a receipt immediately after a successful online payment.

Owners, admins and technicians hold the invoices permission by default. If Record payment is missing for you, ask an owner or admin to grant invoices to your role.