Invoice Payments

An invoice payment is how you record money arriving from a customer. Posting it increases your bank balance and reduces the customer's outstanding balance in one step — so your AR stays accurate the moment cash hits your account, not at month end. If the customer has credit on account from a prepayment or credit note, you can apply that instead of recording a bank transaction.

CifraHQ supports two types of invoice payment:

How to create an Invoice Payment

1. Open a posted Invoice.
2. Click Pay.
   • Select New Payment to record a bank receipt.
   • Select Apply Credit to use the customer's available credit balance.
3. For a regular payment:
   • Select the Financial Institution (bank account) the payment is coming into.
   • Enter the Amount received (defaults to the full outstanding balance).
   • Set the Payment Date and optionally a Reference Number.
   • Enter a Bank Fee if your bank charged a processing fee.
4. Post the payment.

Field reference

• Financial Institution — the bank account the payment is deposited into. This also determines the currency, so choose the account that matches the currency on the invoice for foreign-currency receipts.
• Amount — the amount received. Enter less than the invoice total to record a partial payment — the invoice stays open for the remainder.
• Bank Fee — any processing fee charged by your bank. Recorded as a separate Accounting entry so your Bank Reconciliation stays clean and the fee doesn't inflate the payment amount.
• Payment Method — optional; e.g., Wire Transfer, Check, ACH. Useful for your cash receipts register and bank matching.
• Reference Number — optional; enter the customer's payment reference or your bank's transaction ID so this payment can be matched against your bank statement.
• Discount — if the customer takes a prompt-payment discount, enter the discount amount here. CifraHQ records it as a separate Accounting entry, keeping the discount visible rather than buried in the payment.

Document lifecycle

What happens next

The invoice outstanding balance is reduced by the payment amount. When the balance reaches zero (within 0.01), CifraHQ marks the invoice as Paid automatically.

For partial payments, the invoice moves to Partially Paid and remains open for the remaining amount — you can apply additional payments later.

Tips

• Match the payment's financial institution to the currency on the invoice. If a customer pays a USD invoice into your USD account, there's no exchange rate calculation. If Currencies differ, CifraHQ will apply the appropriate rate.
• You can see the customer's current credit balance on the invoice detail page before choosing Apply Credit — so you know upfront whether the credit will cover the full invoice or just part of it.
• If a payment is posted in error, contact your accountant to reverse it via a journal entry. Invoice payments cannot be deleted after posting to protect the integrity of your financial records.

Related: Invoices · Customer Pre-Payments · Customer Credit Notes · Customers · Bank Transactions · Payment Methods · Audit Trail · Account Priming