Money in: invoices and payments4 min read

Recording a payment and marking an invoice paid

Money arrives by GCash, by bank transfer, in cash at the desk. Recording it is one form, and from that form everything else — status, totals, the tenant's portal, the receipt — follows.

By the end of this page

You will be able to record any payment in under a minute, handle partial and over-payments, and know where the money shows up afterwards.

A phone calculator, a pen and a notebook on a yellow desk
Recording a paymentWalkthrough
Invoice #2026-0812 · $1,838 open · due 5 SepRecord a paymentAMOUNT$1,838DATE3 September 2026HOWGCashTHEIR REFERENCEGC-2026090312345Write the official receipt now — the register's next number, once the paper is paid in fullRecord paymentInvoice #2026-0812Paid$1,838 · GCash · 3 Sep · ref GC-2026090312345 · receipt OR-0414 in the registerWhat just happened• The invoice left the chase list and the Outstanding total• Frank's portal shows Paid, with the reference• An acknowledgement receipt PDF is available to send• Received this month on My day went up by $1,838• The audit log has the who, when and whatSend acknowledgement receipt
  1. Open A payment received from the plus in the top bar, on any page. Opened over a tenant's page it offers their oldest unpaid paper first; over an invoice, that invoice. (On the invoice itself, Mark paid takes an amount too, dated today.)
  2. Choose the paper. Each one says what it still waits for. The oldest is offered first.
  3. Amount, date, how, reference. The date is when the money arrived, not today; a day still to come is refused. How is one of Bank, GCash, Maya, QR Ph and Cash. The reference is the wallet or bank transaction number, and the tenant's statement and portal print it exactly as you typed it.
  4. The receipt, if you like: leave Write the official receipt now on and the register's next number is written against the paper, once this payment pays it in full. The switch needs a receipt series set in Settings ▸ Payments.
  5. Record. Status is computed. Totals update. The tenant's portal shows the payment. Pressing twice records it once.

Partial and over-payments

Less than the open amount leaves the invoice open (or Overdue after the due date) with the remainder waiting; record the next payment against the same invoice. More than the open amount is refused, in words: an overpayment is a conversation about credit with the tenant, not a bigger number on this paper. A payment that covers two invoices — last month's arrears and this month's rent in one transfer — is recorded as two payments, one against each paper, each with the same reference.

Payments with no invoice

A deposit, an advance, a tenant paying for something not yet billed. Money is recorded against a paper, so raise the invoice first and record the payment against it. Deposits have their own recording, because they are not rent — Deposits.

Wrong payment recorded

Payments are not deleted; they are reversed, with a reason, and the reversal is a line of its own. The invoice's status recomputes. The audit log keeps both.

From the portal. If a tenant pays through a payment link on the portal, the payment records itself with the processor's reference the moment it clears, and you are simply told. Until payment links ship (see the roadmap), tenants pay by scanning the QR on the PDF and you record it as above.

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