Record a payment

Engineer OS doesn't take card payments from your customers. They pay you the way they do today (usually bank transfer), and you record the payment against the invoice so your outstanding balances stay accurate.

Recording a payment

1. Open the invoice and click Record payment.
2. Enter the amount (it defaults to the full outstanding balance).
3. Choose the method: bank transfer, card, cash, cheque or other.
4. Set the date it was received on (defaults to today).
5. Add a reference (e.g. the bank transfer reference) and any notes, if you want.
6. Save.

The invoice status updates automatically:

• Paid in full → Paid
• Paid in part → Partially paid, with the remaining balance shown as outstanding

You can record as many part payments as you need. A payment can't be more than the outstanding balance.

Payments show on the invoice, on the PDF under "Payments received", and in the customer portal.

Fixing a mistake

If you recorded the wrong amount or put a payment against the wrong invoice, click Void on that payment. It's removed and the invoice balance and status are recalculated. Then record it again correctly.

Payments from Xero or QuickBooks

If you push invoices to Xero or QuickBooks (Scale plan), payments you reconcile there are copied back to Engineer OS automatically once a day, early in the morning, and the invoice is marked paid or partially paid. Payments made in the last seven days are picked up, so a payment reconciled today will show in Engineer OS tomorrow morning.

Payments brought in this way are recorded as bank transfers. If you record a payment manually as well, you'll double-count it, so pick one route per invoice.

Still stuck? Email support@engineeros.uk