Payments

A payment records money received against an invoice. You can record payments manually (for example, a bank transfer or cash), accept them online through a connected gateway, or let contacts pay through their invoice link. As payments come in, the linked invoice automatically updates to Partial or Paid.

This menu item appears if your company has the payments module enabled and your role has view access. You can also record a payment directly from an invoice using its Add Payment action.

How to record a payment

1. Go to Finance → Payments and click Add Payment (or use Add Payment on an invoice).
2. Choose the Project if the payment relates to one (this filters the invoice list).
3. Select the Invoice the payment is for. Only sent invoices that are Unpaid or Partial appear, each showing its total and amount due. Choosing one locks the currency to that invoice.
4. Set the Paid On date.
5. Enter the Amount (pre-filled with the invoice's outstanding amount when you start from an invoice).
6. Confirm the Currency and Exchange Rate (filled in automatically).
7. Enter a Transaction ID if you have one.
8. Choose the Payment Gateway (or select Offline Payment and then an Offline Payment Method).
9. If your role allows it, choose the Bank Account the money landed in.
10. Optionally attach a Receipt file and add a Remark.
11. Click Save.

Payment fields

You cannot record more than the amount due — if the amount exceeds the invoice's outstanding balance, BusinessHRM blocks it.

How a payment updates the invoice

When you save a payment, BusinessHRM recalculates the linked invoice:

• If the full amount is now covered → invoice becomes Paid.
• If only part is covered → invoice becomes Partial.
• If nothing has been paid → invoice stays Unpaid.

Payment gateways and methods

The Payment Gateway dropdown always offers Offline Payment, plus any of these online gateways your company has activated:

• PayPal
• Stripe
• Razorpay
• Paystack
• Mollie
• PayFast
• Authorize.Net
• Square
• Flutterwave

Offline methods (such as Cash or Bank Transfer) are your own custom list. When the gateway is set to Offline, choose the specific method from the Offline Payment Method dropdown.

Activating and configuring gateways is done in your company's payment gateway settings (requires the manage-payment-setting permission). Each gateway has its own credentials and test/live modes.

Bulk payments

Use Add Bulk Payment on the payments list to record several payments at once. Each entry needs a unique transaction ID, and the same Paid/Partial status logic applies to every linked invoice.

Receipts and other actions

The payments list can be filtered by date range, client, project and status.

Payment statuses are Pending, Complete and Failed. A manually recorded payment is saved as Complete.

Permissions

• View payments — see payments.
• Add payments — record payments and bulk payments.
• Edit payments — edit a payment.
• Delete payments — remove payments.
• Link payment bank account — show and choose a bank account on the payment form.
• Manage payment settings — configure gateways.

Tips

• Attach the bank or gateway receipt to each payment so you have a clean audit trail.
• Choose the matching Bank Account so the payment also appears in that account's transactions and balance.
• For end-of-month reconciliation, record many payments quickly with Add Bulk Payment.