FreshBooks - How to make Invoices as Paid?

FreshBooks was created and designed to be a great help to all entrepreneurs and freelancers out there. From keeping all Reports organized and easy to look at, making Invoices and sending them seamlessly up to getting paid a lot faster. Everything is automated and synchronized in FreshBooks.

In FreshBooks, your income is tracked when you mark an Invoice as paid. This could be done by entering a Client's payment manually if payments were made in cash and checks/cheques or through one of the available payment gateways available like a credit card, bank transfers, or through other means. You're also able to modify payments if you've done a partial or full refund.

Here’s all you need to do on how to add, edit, or delete payments:

Payments

Under the Payments tab, you’ll see all online  payments done with Credit Cards & Bank Transfers (ACH)) and manual and offline payments in one place with the below steps:

• Click on Invoices section
• Click on the Payments sub-section underneath

Click on the Filters button in the right corner to filter your payments by these additional options:

• Start and End - Specify a date range
• Type - Choose one or multiple payment methods
• Currency - Choose a specific currency to filter by
• Client - Choose a Client to filter by

Notes

Have the necessary details in all your transactions under this tab.

• All online payments are blue  and only the Notes could be edited
• All manual payments are green and these could be edited fully
• Click on the More Actions button at the top for quick access to your Payments Reports  like Accounts Aging & Payments Collected or to Accept/Manage your Online Payments

Add a Payment

If you've received a payment outside of FreshBooks, you'll want to add that payment to the Invoice in your account so that FreshBooks would recognize that you've received that money and got paid.

To add a payment, you can either:

• Add in the Payments section
• Add it in bulk for several payments in the same currency
• Add on an Invoice directly

How to Add Payments Inside the Payments Section

• Go to the Invoices section
• Then click on the Payments sub-section underneath
• Click on the green + button
• In the Invoice field, type the invoice number, or look for the Invoice in the dropdown list
• Enter the Payment Date in the field as YYYY-MM-DD or use the calendar
• Choose the Payment Type
• Specify the Amount Paid - this will be in the same currency as the invoice’s
• Add any Notes about the payment if needed
• Click the green checkmark to save the payment.

How to Add Payments in Bulk

You could add payments in bulk for faster updating of all your received payments in just one quick saving. Just follow the steps below:

• Go to the Invoices section
• Check off the boxes next to the Invoices you want to mark as paid that must be in the same currency
• Click on the Actions button that appears above the list
• Click on Add a Payment
• Add a payment button.
• Enter your payment details for each payment, including the Amount, Payment Method and Payment Notes
• Add a payment with fields to fill out.
• If you'd like to apply the same payment method, date or notes to all payments, check off the Apply payment method/date/notes to all box underneath
• Once you're done, click Save.
• If you're looking to apply for Credit as payment instead, you'll need to use the individual payment steps below.

If you're looking to apply for Credit as payment instead, you'll need to use the individual payment steps below.

How to Add Payment to an Individual Invoice

The below steps can also be used to apply for credit as payment on an Invoice too.

• Go to the Invoices section
• Click on the Invoice you've received payment for
• Click More Actions then Add a Payment: Add payment button.
• You'll be taken to this screen: Box to add the payment to this invoice.
• Here you can enter your payment information. Click Add Payment once you've entered the information correctly, and the payment will be applied to your Invoice.

Edit a Payment

To edit a payment, follow these easy steps:

• Go to the Invoices section
• Click on the Invoice you would like to edit the payment on
• Scroll to the bottom of the Invoice to see the payments associated
• Check the box next to the payment, click on Bulk Actions and then Edit:
• From here you can edit all the payment information. Click Save once you're done editing the payment fields.

Delete a Payment

If you want to delete a payment, all you have to do is somewhat identical in editing a payment. If you've ever accidentally marked an Invoice as paid and want to make it unpaid again or undo the payment, you need to do these steps.

• Head to your Invoices section
• Click on the Invoice you would like to delete the payment from
• Scroll to the bottom of the Invoice to see the payments associated
• Check the box to the left of the payment then click on the Bulk Actions button
• Click Delete
• You'll then be asked if you're sure you want to delete the payment
• Click OK and the payment will be deleted.

Those are all the necessary steps on how to mark invoices as paid and other steps in adding, deleting, and editing payments made by you or your clients.

But how would your client know and check that you’ve marked their Invoice paid?

Adding a payment of your client would not notify your client at all but you can send an acknowledgment note by writing a comment on the paid Invoice which sends them an email. Just click on the header above the Invoice, type in a comment, and hit Send.

A thank you message in a comment for an invoice would be appreciated by your client for sure.

This would be automatically sent as a payment notification email to the Client with a link to the Invoice as well which would now be updated to show a $0 balance or a lesser amount after a partial payment was done.

After Thoughts

Everything is systematic and easy in FreshBooks and that includes the invoicing trail and process from making an invoice, sending, reminders, and marking it paid when collected.

It’s so organized that there’s no room for mistakes, losing an invoice, and missing out on billing an invoice and getting paid a lot faster than the normal time.

Having more time for yourself is a reality with FreshBooks' efficient invoicing system!