Recording Payments
When customers pay by bank transfer, cash, or cheque, you need to manually record the payment in CloudRent Pro. This updates invoice status, tracks customer balances, and keeps your accounting accurate.
Recording a Payment
Open the invoice
Click "Record Payment"
Enter payment details:
Amount received
Payment method
Payment date
Reference (optional)
Click "Save Payment"
The invoice status updates based on the payment amount.
Payment Methods
Method |
When to Use |
|---|---|
Bank Transfer |
EFT, direct deposit, BPAY |
Cash |
Physical cash payment |
Cheque |
Paper cheque received |
Card (Manual) |
EFTPOS or card processed outside Stripe |
Other |
Any other payment type |
Note: Stripe card payments are recorded automatically when customers pay online.
Payment Details
Required
✓ Required
Amount — How much was paid
Method — How it was paid
Date — When payment was received
Optional
○ Optional
Reference — Bank reference, cheque number, receipt number
Notes — Any additional context
💡
Tip: Always enter a reference for bank transfers. This helps match payments to bank statements during reconciliation.
Full vs Partial Payment
Full Payment
When payment equals or exceeds invoice total:
Enter the full amount
Save
Invoice status changes to "Paid"
Partial Payment
When payment is less than invoice total:
Enter the actual amount received
Save
Invoice status changes to "Partial"
Balance remaining shows
Record additional payments as they come in until fully paid.
Invoice Status Updates
Payment Situation |
Invoice Status |
|---|---|
No payment |
Sent (or Overdue if past due) |
Partial payment |
Partial |
Full payment |
Paid |
Backdating Payments
If you're recording a payment received in the past:
Change the payment date to when it was actually received
Save
The payment date affects reporting. Use the actual receipt date for accurate cash flow reports.
Overpayments
If a customer pays more than owed:
Record the full amount received
CloudRent Pro shows credit balance
Apply to future invoices or process refund
ℹ️
Note: Customer credits appear on their profile and can be applied to new invoices automatically or manually.
Multiple Invoices
When one payment covers multiple invoices:
Go to the customer profile
Click "Record Payment"
Enter total amount
Allocate across invoices
Save
The payment splits across selected invoices.
Editing Payments
To correct a recorded payment:
Open the invoice
Find the payment
Click Edit
Update details
Save
⚠️
Warning: If synced with Xero, editing payments may require corresponding changes in Xero to maintain reconciliation.
Deleting Payments
If a payment was recorded in error:
Open the invoice
Find the payment
Click Delete
Confirm
Invoice status reverts to unpaid. Use this for genuine errors, not for refunds (use the refund process instead).
Payment History
View all payments for an invoice:
Open the invoice
Go to Payments tab
See all recorded payments
Each payment shows: date, amount, method, reference, and who recorded it.
Tips for Recording Payments
📝 Record Promptly
Record payments as soon as they're received. Delays cause confusion and inaccurate customer balances.
💰 Match Bank Statements
Use bank references to match recorded payments to bank statement entries.
📂 Be Accurate
Enter exact amounts. Rounding causes reconciliation headaches.
🎯 Check Daily
Review bank accounts daily and record new payments promptly.