Payment Tracking

Payment Overview

OpenInvoice provides comprehensive payment tracking to help you monitor all payments across your invoices.

Viewing Payments

From Invoice Details

1. Open any invoice
2. Go to Payments tab
3. View all payments for that invoice:
   • Payment date
   • Amount
   • Payment method
   • Status
   • Transaction ID

Payment List View

View all payments across invoices:

1. Go to Payments (if available in navigation)
2. Filter by:
   • Date range
   • Customer
   • Payment method
   • Status
   • Invoice

Payment Information

Each payment record includes:

Basic Details

• Payment Date - When payment was received
• Amount - Payment amount
• Currency - Payment currency
• Status - Payment status

Payment Method

• Stripe - Credit card, ACH, etc.
• Crypto - XRP, Bitcoin, etc.
• Manual - Cash, check, bank transfer
• Other - Other payment methods

Transaction Details

• Transaction ID - Payment processor transaction ID
• Payment Intent ID - Stripe payment intent (if applicable)
• Invoice Reference - Linked invoice
• Customer - Who made the payment

Recording Payments

Manual Payment Entry

Record payments received outside the system:

1. Open the invoice
2. Go to Payments tab
3. Click Record Payment
4. Enter:
   • Payment date
   • Amount
   • Payment method
   • Reference number (optional)
   • Notes (optional)
5. Click Save

Automatic Payment Recording

Payments are recorded automatically for:

• Stripe Payments - When customer pays online
• Crypto Payments - When blockchain confirms payment
• Webhook Payments - When payment processor sends webhook

Payment Status

Status Types

• Pending - Payment initiated but not confirmed
• Processing - Payment being processed
• Completed - Payment successfully received
• Failed - Payment failed
• Refunded - Payment refunded
• Cancelled - Payment cancelled

Status Updates

Status updates automatically:

• Based on payment processor response
• When webhooks are received
• When manually updated

Payment Allocation

Automatic Allocation

Payments are automatically allocated:

• To invoice balance
• To specific installments (if payment plan)
• In chronological order
• Oldest due amount first

Manual Allocation

You can manually allocate payments:

1. Open the payment
2. Click Allocate
3. Choose allocation:
   • Specific invoice
   • Specific installment
   • Multiple invoices
4. Save allocation

Payment Receipts

Generating Receipts

Generate payment receipts:

1. Open the invoice
2. Go to Payments tab
3. Find the payment
4. Click Download Receipt
5. PDF receipt is generated

Receipt Contents

Receipts include:

• Payment details
• Invoice information
• Customer information
• Payment method
• Transaction ID
• Date and time
• Company branding

Payment Reports

Payment Summary

View payment summaries:

• Total payments received
• Payments by method
• Payments by customer
• Payments by date range

Payment Analytics

Analyze payment patterns:

• Average payment amount
• Payment frequency
• Payment methods used
• Payment timeliness

Exporting Payments

Export payment data:

1. Go to Payments or invoice
2. Click Export
3. Choose format:
   • CSV
   • Excel
   • PDF
4. Download file

Exported data includes:

• Payment details
• Customer information
• Invoice references
• Transaction IDs

Payment Matching

Matching Payments to Invoices

OpenInvoice automatically matches:

• Payments to invoices
• Payments to installments
• Payments by amount
• Payments by reference

Manual Matching

If automatic matching fails:

1. Open the payment
2. Click Match to Invoice
3. Select invoice
4. Confirm match

Payment Reconciliation

Reconciliation Process

1. Review payments received
2. Match to invoices
3. Verify amounts
4. Check for discrepancies
5. Resolve issues

Reconciliation Reports

Generate reconciliation reports:

• Unmatched payments
• Payment discrepancies
• Outstanding invoices
• Payment history

Best Practices

1. Record Promptly - Record payments as soon as received
2. Verify Amounts - Double-check payment amounts
3. Keep Records - Maintain payment documentation
4. Reconcile Regularly - Regular reconciliation prevents issues
5. Track Methods - Monitor payment methods used

Next Steps

• Stripe Payments - Online payment processing
• Payment Plans - Installment payments
• Managing Invoices - Invoice management