How to mark an invoice as paid? ✅
You have three ways to mark an invoice as paid:
Direct Action:
Open the invoice sidebar and click Mark as paid in the Details tab.
Set a payment date and amount. If the entered amount is lower than the outstanding amount, the system splits it into one paid and one pending installment.
Split Payment:
Add multiple payments (using "Split invoice" action) that sum up exactly to the invoice total.
Mark manually as paid the installments using the little check icon next to each installment.
Reconciliation:
Reconciling the invoice (via the Reconciliation tab of Accounts receivable) will mark it as paid.
How to edit an invoice marked as paid?
To modify a paid invoice:
Use the invoice list "Status" filter by selecting Paid or All invoices.
Click Mark as pending to cancel the paid state.
How to declare an invoice in dispute? 🚩
Click on the invoice
In the side panel, click on the "🚩Declare Dispute" button to flag it.
Click on "Resolve dispute" if you want to undo the dispute.
Effects:
A red flag is added and a message "In dispute" appears in the side panel.
The invoice becomes filterable by "In dispute" : yes or no.
Disputed invoices are excluded from manual follow-ups and recurring automations, while sequenced automations are turned off by default.
In analytics, disputed invoices remain included.
During synchronization with Treasury, disputed invoices are synchronized as expected transactions, unless you exclude them from the list of expected transactions in the Accounts Receivable advanced settings.
How to add, delete, or visualize an invoice document? 📄
You can attach documents or change existing ones for better record management:
Importing Invoices:
Imported via spreadsheet yield invoices without PDF attachments.
Invoices imported from PDF docs/images or email include an attached PDF.
Manual Attachment:
Open the invoice details and click on "Add a document" to attach a PDF if it is missing or update an existing document.
How to add tags on invoices? 🏷️
Use tags to segment and track invoices effectively:
Click on the invoice details.
Add a tag from the available options, or create an invoice tag if it doesn't exist.
Filter invoices by tags on the invoice list or in the analytics page to view targeted segments.
Examples of tag usage:
Sales by country, product type (e.g., electronics, software)
Payment method, customer type, industry
Sales channel, region, project or campaign
Contract type, discount type, priority, invoice type
Shipping method, payment gateway, referral source
Note: Tags can only be added manually on invoices. Currently, invoice tags cannot be imported (only client tags can be imported).
💡 Tips
Always verify the payment amount when marking invoices as paid to avoid unintentional splits.
Use filters (Paid, Ongoing, Dispute) regularly for an organized invoice overview.
Tagging invoices improves your ability to segment and analyze client data efficiently.
FAQ ❓
How can I mark an invoice as paid using the reconciliation method?
Go to the Accounts receivable module
Go to the Reconciliation tab
Click on the invoice and validate the suggested transaction to reconcile it with a paid transaction from Treasury.
If no transaction is suggested, click on "Search for transactions" or click on "Reconcile manually".
How do I revert a payment marking?
Filter your invoice list by Paid or All invoices, then click Mark as pending on the selected invoice to cancel the paid status.
What happens to my analytics when an invoice is marked as paid?
Once an invoice is marked as paid, the Analytics figures update automatically; expected transactions linked in Treasury are removed, and client balances decrease accordingly.
Can I attach multiple documents to an invoice?
Currently, you can attach or update the PDF document associated with an invoice. For additional files, repeat the manual attachment process if needed.
How do tags improve the invoice management process?
Tags help you filter and segment invoices by various criteria (e.g., region, product type), making it easier to monitor trends and manage follow-ups effectively.