Overview

This article explains how to record or collect a payment for less than the full invoice balance in Billing Manager. Partial payments help keep invoice balances accurate when a customer pays part of an invoice by credit card, ACH, check, or another external payment method.

Partial payments can be made from a published invoice. As payments are applied, the invoice balance due updates while the invoice continues through the standard invoice status flow.

Before you begin

The invoice must be in a Published state before a payment can be made or recorded.

Steps

Make a partial payment on an invoice

1. Select a single invoice from the published invoice table. In the right panel, you will see the Invoice Payment field.

2. Review the Invoice Payment field. By default, this field is populated with the full invoice balance.
3. Enter the amount you want to pay. 
   1. You can type a new amount. 
   2. You can also use the arrow controls to adjust the amount.

4. Review the Total Payment Amount. This updates as the invoice payment amount changes. If needed, select the reset arrow to return the payment amount to the full invoice balance.
5. Select Submit Payment. The payment is applied to the invoice and the remaining balance is updated.

Make a payment from the invoice detail view

1. Select the invoice.
2. Select View Invoice.
3. Use the payment option to submit a payment from the invoice detail view. 

Add a manual payment record

Use a manual payment record when a payment was made outside of Billing Manager, such as by check or another external payment method.

1. Select a single invoice from the published invoice table. 
2. Select the three-dot menu in the upper-right corner.
3. Select Add Payment Record.
   
4. Enter the payment amount.
5. Review the updated balance details:
   1. Current invoice balance
   2. Payment amount
   3. New invoice balance
6. Enter a note for the payment record. Notes are required when adding a manual payment record.
7. Optional: Select the option to show the note to the customer if the note should be visible in the C2 portal.
8. Save the payment record.

Working with multiple invoices

Partial payments are not supported when multiple invoices are selected. To make a partial payment, select and update one invoice at a time.

When you select multiple invoices, you can use bulk actions to update payment records in two ways:

Add payment records to multiple invoices

Use this option to add payment records for the full remaining balance on each selected invoice.

1. Select multiple invoices.
2. Choose the bulk action (three dots) to add payment records.
3. Review the confirmation message.
4. Select Add Payment Records.

This adds payment records for the full remaining balance on the selected invoices. Paid invoices are not changed.

Remove manual payment records from multiple invoices

Use this option to remove manual payment records from selected invoices.

1. Select one or more invoices.
2. Choose the bulk action (three dots) to remove payment records.
3. Review the confirmation message.
4. Select Remove Payment Records.

This removes all manual payment records from each selected invoice. Invoices that do not have manual payment records are not changed.

Reviewing results after a partial payment

After a partial payment is submitted:

• The payment record appears in the right panel.
• The payment record also appears in the invoice detail view.
• The payment event shows whether the payment was manually recorded or received through Extensiv Payments by ACH or credit card.
• The note appears with the payment event.
• The user who added the payment is logged.
• The Balance Due column in the published invoice table updates to show the remaining balance.

Invoice statuses do not change for partial payments. Invoices continue to use the standard invoice statuses:

• Open: No payment or only partial payment has been received.
• Overdue: The invoice is overdue.
• Paid: The invoice has been fully paid.