How do I update an invoice to reflect an offline payment?

How to Track an Offline Payment for an Invoice

Overview

If a client pays an invoice outside of PhotoBiz, such as by cash, check, Venmo, Zelle, Cash App, or another payment method, you may want to track that payment with the invoice for your records.

PhotoBiz Invoices do not support the Offline Payment feature that is available for Client Gallery orders and ECommerce orders. However, you can still track an outside payment by adding a payment note or updating your internal invoice records, depending on the options available in your invoice dashboard.

In this guide, you will learn how to review an invoice and record details about a payment you received outside of PhotoBiz.

Important Note About Offline Payments

The PhotoBiz Offline Payment feature is only available for Client Gallery orders and ECommerce orders. It is not supported for Invoices or Form Payments.

For invoices, an offline payment means the client paid you outside of PhotoBiz. The client cannot submit an offline payment through the invoice, and PhotoBiz does not process or verify that payment.

STEP ONE

This opens your Quotes & Invoices dashboard, where you can view and manage your invoices and quotes.

STEP TWO

Click INVOICES at the top of the dashboard.

This opens your invoice list, where you can review invoices you have created and sent to clients.

STEP THREE

Click the Invoice Number for the invoice you want to review.

This opens the invoice details so you can confirm the client name, invoice total, payment status, and balance due.

STEP FOUR

Review the invoice details and confirm the amount your client paid outside of PhotoBiz.

Since offline payments are not processed through PhotoBiz invoices, make sure the payment was received through your outside payment method before updating your records.

Click Payments at the top right of your invoice.

STEP FIVE

Click NEW PAYMENT to add the offline payment.

If your client is making a partial payment, the invoice must have Allow Partial Payments turned on. This setting must be enabled when the invoice is created so the invoice can accept payments that are less than the full balance due.

FINAL STEP

Enter the payment amount in the Payment Amount field. In the Reference field, add a note that explains how the payment was received, such as “Paid via Venmo,” “Cash payment,” or “Check received on 4/23.”

Click SAVE CHANGES to apply the payment.

Once the payment is saved, you will see a confirmation message, and the payment amount will be deducted from the invoice total. You can return to the invoice to view the updated balance due if any amount remains.

Additional Options or Helpful Notes

Offline payments are useful for tracking payments received outside of PhotoBiz, including:

Cash payments
Check payments
Venmo payments
Cash App payments
Zelle payments
Other third-party payment apps

The Reference field is important because it helps you keep a clear record of how the payment was collected. This can be helpful when reviewing client payments later or matching invoice payments to your own accounting records.

Adding an offline payment records the payment in PhotoBiz. It does not process the payment through PhotoBiz or charge your client.

Troubleshooting or FAQs

Why can’t I add a partial payment?

If the invoice does not allow partial payments, the invoice may need to be paid in full. The Allow Partial Payments option must be turned on when the invoice is created.

Does adding an offline payment charge the client?

No. Adding an offline payment only records a payment you already received outside of PhotoBiz. It does not charge the client or send payment through a payment processor.

Can I use this for Venmo, Cash App, or Zelle payments?

Yes. You can use offline payments to record payments received through third-party payment apps. Add the payment amount and use the Reference field to note the payment method.

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