How to Record a Payment on an Invoice?
When a customer pays, record it on the invoice itself. Rentablez updates the outstanding balance, flips the status when the invoice is fully covered, and keeps a running payment history you can refer back to any time. There is no separate “Add Payment” screen to hunt for — you act directly on the invoice.
Two Places You Record Payments
Payments live on the invoice, and Rentablez has two kinds of invoices — so there are two nearly-identical payment screens:
| Invoice type | Where to find it | How it was created |
|---|---|---|
| Order invoice | Finance → Invoices (/invoice) | Generated automatically from a rental or lease order |
| Standalone invoice | Finance → Standalone Invoices | Built from scratch for one-off charges |
The steps below cover the order invoice flow first (the most common), then the small differences for standalone invoices.
Recording a payment requires the invoices.write permission. If you don’t see a Pay action, ask an admin about your role.
Record a Payment on an Order Invoice
1. Open the payment screen
From the Invoices list, find the invoice. You can start the payment two ways:
- Hover quick-button — hovering an unpaid row shows a Pay Now button; a partially-paid row shows Pay Remaining.
- Row action menu — open the actions menu (the ”⋯” at the right edge of the row) and choose Pay / Pay Balance, which shows the exact outstanding amount.
Either opens the Payment for Invoice No. window with two tabs: Make Payment and Payment History.
2. Review the balance summary
The top of the Make Payment tab shows exactly where the invoice stands:
- Grand Total — the invoice’s billable amount.
- Security Deposit — shown for reference only and marked tracked separately; it is not part of the amount you collect here. Deposits are handled through the order’s own deposit flow.
- Total Paid Till Now and Waived Amount (if any).
- Remaining Balance — what’s still owed, with a status badge (Unpaid / Partially Paid / Paid).
3. Enter the amount
Type the amount received into Payment Amount, or use a Quick Payment Option button to fill it instantly:
- Pay Full — the entire remaining balance.
- Pay 50% or Pay 25% — a proportion of the balance, handy for deposits or milestone splits.
The amount can’t be more than the remaining balance, and the payment date can’t be in the future — Rentablez will flag either before you save.
4. Choose how they paid
- Payment Method (required) — search for a mode such as Cash, Bank Transfer, or UPI. Don’t see the one you need? Type its name and create it on the spot; it’s saved for future use. To manage these ahead of time, see How to Set Up Payment Modes?.
- Transaction Reference ID (optional) — a UTR, cheque number, or transaction ID to keep on record.
- Payment Date (required) — defaults to today.
- Payment Notes (optional) — any remark you want stored with the payment.
5. Save it
Click Process Payment. The invoice balance drops immediately, and:
- A payment that covers the full remaining balance flips the invoice to Paid.
- A partial payment moves it to Partially Paid and leaves the rest outstanding — record more payments against the same invoice whenever the customer pays again.
Partial Payments and Installments
You can record as many payments as you need against one invoice. Each one reduces the outstanding balance and is added to the payment history. The invoice stays Partially Paid until every last bit is accounted for, then flips to Paid automatically — ideal for customers who split a deposit and balance or settle over several transactions.
Check the Payment History
Switch to the Payment History tab in the same window to see every payment logged against the invoice — payment number, amount, date, mode, transaction reference, notes, and who recorded it. A running Total Paid sits at the bottom, so you always know the full picture.
Recorded the wrong amount or need to undo a payment? On order invoices you reverse a payment rather than edit it in place. See How to Verify Payment Proofs and Reverse Payments?.
Recording a Payment on a Standalone Invoice
Standalone invoices use the same idea with a slightly different window. From the Standalone Invoices list, use the Record Payment action on the invoice row to open the Record Payment window.
At the top, a balance card shows Total, Paid, and Outstanding with a progress bar and a status badge (Unpaid / Partial / Paid). Then fill in:
- Amount (required) — can’t exceed the outstanding amount.
- Payment Date (required).
- Payment Mode — pick from your saved modes.
- Reference / Cheque No. and Notes (optional).
Click Record Payment. As with order invoices, a full payment marks it Paid and a partial one leaves the rest outstanding. The History tab lists every recorded payment; each row has a remove button if you need to take a mistaken entry back off the invoice.
Recording a payment on a standalone invoice needs the standalone_invoices.write permission.