Payments and receipts

A payment in Invoa is money you have received against an invoice. Each payment updates the invoice's balance and status and, normally, issues a numbered receipt that is emailed to your customer. Payments reach Invoa in four ways: you record them, you confirm a customer's bank transfer claim, CHIP reports an online payment, or you match a bank statement line to an invoice under Bank (see Bank statements and reconciliation). Receipts from bank matches are issued but not emailed; send them from the receipt if you want to.

#Record a payment

Use this when money arrives by bank transfer, cash, cheque or any other way you see yourself.

1. Open the invoice and click Record payment. The button appears while the invoice is Issued, Sent or Partially paid.

2. Fill in the form:

   Field	Notes
   Amount (RM)	Filled in with the balance due. Change it for a partial payment.
   Received on	The date the money arrived. Defaults to today.
   Method	Bank transfer, Cash, Cheque, CHIP (online) or Other.
   Reference	Optional. DuitNow or bank reference, cheque number. Printed on the receipt.
   Internal note	Optional. Only your team sees it.
   Issue a receipt for this payment	Ticked by default.
   Email the receipt to the customer (PDF attached)	Ticked by default. Shown when a receipt will be issued.

3. Click Record payment.

You see Payment recorded and the receipt number, for example Receipt RC-26-0004 issued. The payment appears in the invoice's Payments card with a link to its receipt.

Members, admins and owners can record payments. If your accountant has locked a period, you cannot record a payment dated inside it.

#Partial payments

Partial payments are fine. Record each instalment as it arrives:

• The invoice becomes Partially paid and shows Paid and Balance on its page.
• Each payment gets its own receipt, which shows the amount received and the Balance after this payment.
• When the payments add up to the total, the invoice becomes Paid, and its PDF is marked PAID.

#Receipts

Receipts are issued by Invoa from payments; you do not draft them.

• They have their own number series, RC-{YY}-{NNNN} by default, and are dated with the payment date.
• Each receipt has one line, for example "Payment received for INV-26-0007 (ref 123456)", and refers to the invoice.
• When Email the receipt to the customer is ticked, Invoa emails the receipt with its PDF to the email on the customer's contact, with the subject "Receipt RC-26-0004 for invoice INV-26-0007". If the contact has no email, nothing is sent; open the receipt and use Send when you have an address.
• All receipts are listed on the Receipts tab next to Invoices.

#Customer "I have paid" claims

Customers who pay by bank transfer can tell you from the invoice's customer page, so you do not have to match bank statements by hand.

#What the customer does

1. On the customer page they see your bank accounts, your DuitNow QR if you uploaded one, and "Please use INV-26-0007 as the payment reference."
2. After paying, they tap I have paid by bank transfer.
3. They fill in Amount paid (RM), Date paid, Transfer reference, Your email (for the receipt), Proof of payment (a screenshot or PDF, up to 5 MB) and an optional Note, then tap Submit.

Their page then says "A payment you reported is awaiting confirmation."

#Confirm or reject the claim

New claims appear under Payments → Awaiting confirmation, and the Dashboard shows how many payments are waiting.

Each claim shows the customer, invoice, amount, Paid on date, reference and when it was reported. Amount differs warns you when the claimed amount does not match the balance due. Click the thumbnail to View proof.

• Confirm & issue receipt records a Bank transfer payment for the claimed amount, dated the day the customer said they paid, with their reference and proof attached. The receipt is issued and emailed to the email on the customer's contact.
• Reject asks for a Reason (optional, kept internally). The invoice timeline shows Payment claim rejected. Invoa does not email the customer about a rejection, so contact them yourself.

#Online payments through CHIP

When a customer pays with Pay online, CHIP tells Invoa as soon as the payment succeeds. Invoa records the payment with the method CHIP (online) and a reference starting with CHIP, issues the receipt and emails it. You do not need to do anything. See Online payments with CHIP.

#The Payments page

Payments has two parts:

• Awaiting confirmation — customer claims to review, described above. When there are none, you see Inbox is clear.
• Confirmed payments — the most recent 100 payments, with Date, Invoice, Customer, Method, Reference, Receipt and Amount. The method shows in brackets how the payment arrived: manual (recorded by you, or matched from a bank statement), claim (a confirmed customer claim) or webhook (CHIP).

For a full history, use Reports → Exports. See Export your data.

#If you recorded a payment by mistake

A recorded payment and its receipt cannot be edited or deleted in the app, and an invoice with payments cannot be voided. Contact support with the invoice and receipt numbers and we will help.

#Related

• Online payments with CHIP
• Invoices
• Payment reminders
• Set up your company