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Record what actually arrived. TimeTracker works out the balance and moves the invoice status for you.

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Three ways to reduce a balance

All three reduce the balance. None of them edits the invoice total – the original figures stay on the record.

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Record a payment

1

Open the invoice

Click its row in the Invoices list.
2

Click Record payment

The button appears on any issued, non-final invoice if you hold payment.record.
3

Check the amount

Amount received pre-fills with the full outstanding balance. Change it for a partial payment. The balance due is shown underneath.
4

Set the payment date

Payment date defaults to today.
5

Pick the method

Bank transfer, Card, Cash or Other. Bank transfer is the default.
6

Click Record payment

You see “Payment recorded.” and the totals update.

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Payment rules

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Issue a credit note

Use Actions → Issue credit note. The helper text reads “Reduces the balance due. Does not delete or edit the original invoice.” You see “Credit note issued.”

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Write off a balance

Use Actions → Write off remaining balance. The modal is titled with the figure, for example “Write off $1,332.80 for Invoice INV-000042?” and explains:
This marks the remaining balance as uncollectible. It won’t be counted as revenue or as an outstanding receivable.
The confirm button is Write off balance. You see “Balance written off.” The write-off covers the full remaining balance.

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How the status is worked out

Every payment, credit note and write-off is a row on the invoice’s ledger: balance = total − payments − credit notes − write-offs The status is derived, never typed. See /invoicing/invoice-statuses.

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The totals block

Once there is a ledger, the invoice document shows the full picture:

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Example

Bluebird Coffee’s invoice totals $2,332.80.
1

A part payment arrives

Daniel records **1,000.00∗∗,banktransfer,15April.Balance1,000.00**, bank transfer, 15 April. Balance 1,332.80. Status Partially paid.
2

A billing error is agreed

Ruth points out one line was double-counted. Daniel issues a **332.80∗∗creditnotewiththereason∗"DuplicatewireframelineontheMarchinvoice."∗Balance332.80** credit note with the reason *"Duplicate wireframe line on the March invoice."* Balance 1,000.00. Status stays Partially paid.
3

The rest arrives

Daniel records **1,000.00∗∗.Balance1,000.00**. Balance 0.00. Status Paid.
The invoice still shows a total of $2,332.80. The ledger explains the difference.

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What happens when an invoice is paid in full

  1. The status becomes Paid and is final.
  2. The client’s billing contact gets a receipt email.
  3. Your workspace owners and admins get an internal notification.
  4. The overdue reminder for that invoice never fires.
A partial payment notifies your team but does not email the client.

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Permissions

Payments are a Pro feature (payments). See /invoicing/invoice-permissions and /concepts/plans-and-features.

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Common questions

No. Send the invoice first. You see “Invoice #42 is still a draft. Send it before recording a payment.”
No. A payment larger than the outstanding balance is refused, and the message names the outstanding figure.
There is no delete on a ledger row. If the invoice is not yet paid, issue an offsetting adjustment; if it is, void the invoice and raise a corrected one.
A credit note means you agree the charge was wrong. A write-off means the charge was right but you will not collect it. The distinction matters for your accounts.
No. The payment must be in the invoice currency. Convert it yourself and record the invoice-currency figure.
No. Time entries are settled once they are invoiced. Payment is a money event on the invoice only.
No. There is no payment gateway. You record payments you received elsewhere.

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Troubleshooting

Invoice statuses

How the balance drives the status.

Send an invoice

The step before payment.

Void an invoice

When a correction is not enough.

Taxes and currency

Why payment currency must match.

Invoice permissions

Who can record money.

Invoicing troubleshooting

Every message in one place.