How to Add a Payment to an Invoice

How to Record a Manual Payment on a PhotoBiz Invoice

Overview

If a client pays an invoice outside of PhotoBiz, you can manually record that payment on the invoice. This is useful for payments you receive by cash, check, Venmo, Zelle, an external card terminal, Clover, or another payment method that was not processed through the PhotoBiz invoice checkout.

Recording the payment keeps the invoice balance and payment history accurate in your PhotoBiz account. You can record either a full payment or a partial payment based on the amount you actually received.

Important: Recording a manual payment does not charge your client or transfer funds through PhotoBiz. Use this option only after you have already received the payment.

Manual Payment vs. Offline Payment

A manually recorded invoice payment is different from the Offline Payment option available in PhotoBiz merchant settings.

The Offline Payment merchant option does not apply to Invoices or Form payments. This guide covers manually recording a payment you have already received outside of PhotoBiz.

Examples of payments you may want to record manually include:

Cash
Check
Venmo
Zelle
Clover
An external card terminal
Another payment method handled outside PhotoBiz

Before adding the payment, confirm that you have received the funds. PhotoBiz does not process or verify payments made through outside services.

STEP ONE

This opens the Quotes & Invoicing Dashboard where you can review and manage your client quotes & invoices.

STEP TWO

Click Invoices at the top center of the Quotes & Invoicing dashboard.

Find the invoice where you want to record the payment.

STEP THREE

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

Review the invoice details and make sure you have opened the correct invoice before adding the payment.

STEP FOUR

Click Payments in the upper-right corner of the invoice.

The right side panel will open, click NEW PAYMENT.

STEP FIVE

Enter the amount you received in the Amount field.

Use the Reference field to add information that will help you identify the payment later. You can enter details such as the payment method, payment date, check number, or an external transaction reference.

If your client made a partial payment, enter only the amount you received. Do not enter the full invoice balance unless the client has paid the entire remaining amount.

FINAL STEP

Click Save Changes to record the payment on the invoice.

The payment will be applied toward the outstanding invoice balance. If the payment covers the full remaining balance, the invoice will show as paid. If you record only part of the balance, the remaining amount will still be due.

CONFIRMATION & RECEIPT

You'll see a confirmation that the payment has been added to the invoice.
The invoice will now show a Paid status.
Your client will automatically receive a receipt for the offline payment.

They can access the receipt at any time through the link in their invoice email.

Recording Partial Payments

If your client pays only part of the invoice outside of PhotoBiz, record only the amount you actually received.

For example, if an invoice has a remaining balance of $500 and your client gives you a $200 check, enter $200 as the manual payment. The remaining $300 will continue to show as due on the invoice.

This can also be useful when a client uses more than one payment method. If part of the invoice is paid through PhotoBiz and another portion is paid by cash, check, Venmo, or another external method, manually record only the portion you received outside PhotoBiz.

Important Payment Notes

Recording a manual payment updates the invoice record in PhotoBiz, but it does not create or process a financial transaction.

Keep these points in mind:

Confirm that you have received the money before recording the payment.
Enter only the amount actually paid.
Use the Reference field to document how the payment was received.
Do not record a manual payment simply to make an unpaid invoice appear paid.
Payments handled through Venmo, Zelle, Clover, a bank, or another outside service are not verified by PhotoBiz.

Refunds for Payments Received Outside PhotoBiz

If you need to return a payment that you originally received outside of PhotoBiz, the actual refund must be handled through the same external payment method or another method you arrange with your client.

For example, a Venmo payment would need to be returned through Venmo, while a cash or check payment would need to be refunded separately.

Recording a payment on the invoice does not create a merchant transaction inside PhotoBiz that can be refunded through the invoice.

Need Help?

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Phone: 866.463.7620

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