Skip to main content
Record a payment when money has actually moved against an Owed or Partially Paid invoice. The app records payments against individual line items, then derives the invoice’s Paid amount, Balance Due, and status from those records. Before you begin, confirm the source record, the date the money moved, and how the amount belongs across the invoice’s line items. If the invoice is not approved, you must have approval authority to record the payment; an authorized payment approves the invoice automatically. See Approvals for the approval rule.

​
Choose Full or Partial

Open the invoice from Financials → Event Financials or from an event’s Financials tab. Review its line-item Amount, Paid, and Outstanding figures before choosing a payment path. Settlement is determined per line item. A net Balance Due of zero does not mean the invoice is Paid when offsetting income and expense lines are still open. The Invoice Lifecycle explains the status rules.
Approved Owed invoice INV-592998-005 for Northstar Settlement Services and the MP-REC-MENU-101 event, with the Record Payment menu open to Mark Paid in Full and Record Partial Payment above its two open line items.

An approved Owed invoice offers full and partial payment paths after you verify its payee, event, and open line items.

​
Mark the Invoice Paid in Full

1

Open the full-payment confirmation

Select Record Payment → Mark Paid in Full. The confirmation lists each open line item, its outstanding amount, and the amount that will be recorded. Already-settled lines are omitted.
2

Set the paid date

Set Paid date to the date the money moved. One date applies to every payment created by this action.
3

Confirm the settlement

Review the line-item amounts and total, then select Mark Paid in Full. Select Cancel if the allocation or date is not correct.
Mark Paid in Full confirmation for INV-168576-951 showing $1,000 and $750 outstanding on two open lines, matching Will record amounts, a $1,750 total, paid date July 25, 2026, and Cancel and Mark Paid in Full actions.

Mark Paid in Full applies each open line's exact remainder on one paid date; this $1,750 settlement closes both lines.

After the action completes, every line item should show no outstanding amount, the invoice status should be Paid, and the Payments section should contain the newly recorded payment gesture. Expand a payment row to see the individual line-item records behind it.
Approved invoice INV-168576-951 after full settlement, with both line-item Paid amounts matching their totals and the July 25, 2026 payment expanded to show $1,000 for Claim Handling Fees and Expenses and $750 for Claims Expenses.

After full settlement, both lines are fully paid and the expanded July 25 payment preserves the $1,000 and $750 allocations.

​
Record a Partial Payment

1

Open the itemized payment table

Select Record Payment → Record Partial Payment. The dialog repeats each line item’s Amount, Paid, and Outstanding figures so you can allocate the new money without leaving the invoice.
2

Enter only the amounts that moved

In Add Payment, enter a positive amount for each line being paid. Leave every untouched line blank. An entry cannot exceed that line’s remaining balance; the line’s configured direction determines whether it represents money in or money out.
3

Set each paid date

Confirm the date beside every amount you entered. Different line items can use different paid dates when the money moved on different days.
4

Record the entries

Review the itemized amounts and select Record Payment. The Payments section below the table shows earlier payment history when the invoice was already partially paid.
Record Partial Payment dialog for approved invoice INV-784243-702 showing Amount, Paid, and Outstanding for two lines, a $350 payment dated July 26, 2026 on Coverage assessment, a blank payment amount on Claim file preparation, and an enabled Record Payment button.

A partial payment names only the line that received money; the untouched line remains blank and keeps its full outstanding balance.

The dialog is additive: it records new payments without replacing earlier ones. The invoice becomes Partially Paid while any line remains open. Confirm that Paid increased by the amount recorded and that Balance Due and the line-level Outstanding figures decreased as expected.
Approved invoice INV-784243-702 after a $350 partial payment, showing $350 paid against the $900 Coverage assessment line, the untouched $600 line, a $1,150 outstanding total, and the July 26, 2026 payment expanded in Payments.

The $350 installment reduces only the selected line, leaving $1,150 outstanding and a dated payment record in the history.

​
Add a Later Payment

Open the partially paid invoice again and choose based on what happened next:
  • use Record Partial Payment for another installment or for selected line items; or
  • use Mark Paid in Full when every remaining line is now being settled.
Each action adds payment records to the existing history. It does not rewrite the invoice total or earlier payments. To correct an amount or paid date that was already recorded, follow Editing, Removing, or Reverting Payments.

​
Resolve a Reserve Decision

Payments on a Loss/Recovery Invoice Type linked to an event normally reduce that event’s reserve silently. The app pauses when the payment would cross the reserve through zero or move it away from zero. When prompted, review the event, Invoice Type, current reserve, payment, and resulting amount before choosing:
  • Update Reserves adjusts the reserve basis so the payment can update reserves as described in the dialog. This is selected by default.
  • Update Expected Totals records the payment without reducing the existing reserve, so the expected total changes instead.
Select Save and Continue only after the chosen result matches the claim or recovery estimate. Select Cancel to return without recording the payment. For the accounting meaning and worked examples, see When the App Asks How to Record a Payment.
Reserves Can't Cover This Payment dialog on approved Indemnity invoice INV-971176-240 explaining that a $2,500 payment exceeds the $1,000 reserve by $1,500, with Update Reserves selected, Update Expected Totals available, and Cancel and Save and Continue actions.

When a $2,500 payment would pass a $1,000 reserve through zero, review both accounting outcomes before continuing.

​
Verify the Result

After any payment, confirm:
  • Status is Partially Paid or Paid based on line-level settlement;
  • Approved is shown, including when your payment implicitly approved the invoice;
  • Paid and Balance Due match the source record;
  • every payment has the intended line item, amount, and paid date; and
  • for Loss/Recovery activity, the event’s Overview Report and Reserve Updates reflect the reserve choice you made.
Payments post on their own effective dates and remain separate from the invoice’s incurred record. What Each Action Posts describes that accounting separation.