How to Record Payments?

Every time a customer pays — in full or in part — record it against the invoice so balances stay accurate and you always know who owes what.

How to record a payment and waive off an invoice

Where to Find It

Go to Finance → Invoices. Each invoice shows its Payment Status on the right, and every row has a ⋯ menu with the payment actions.

Record a Payment

  1. Find the invoice and open its ⋯ menu.
  2. Click Record Payment (it shows the amount due, e.g. Record Payment ₹2,000.00). If part is already paid, it reads Record Balance instead.
  3. The Record Payment window shows the invoice’s Total Received and Remaining Balance.
  4. Enter the Payment Amount, or click a Quick Amount — Full, 50%, or 25% of the balance.
  5. Choose the Payment Method — Cash, Bank Transfer, UPI, or any method you’ve set up. You can also type a new one to create it. See How to Set Up Payment Modes?.
  6. Add a Transaction Reference ID (UTR, cheque number, etc.) if you have one.
  7. Check the Payment Date and add any Payment Notes.
  8. Click Record Payment.

The balance updates straight away. The amount can’t be more than the remaining balance.

Tip: Open the Payment History tab in the same window to see every payment already recorded against the invoice.

Paying in Installments

Record as many payments as you need against the same invoice — each one reduces the remaining balance.

Payment Status Meaning
Pending Nothing received yet
Partial Some of the amount has been received
Paid Fully paid
Waived The balance was waived off
Awaiting Verification A payment was recorded and is waiting to be verified

Waive Off an Invoice

Use this when you’ve decided not to collect some or all of an outstanding amount — for example, as goodwill or to fix a billing error.

  1. Open the invoice’s ⋯ menu and click Waive off.
  2. Check the Outstanding balance, then enter the Amount to waive. It can’t be more than the outstanding balance.
  3. Choose a Category: Goodwill, Bad Debt, Billing Error, Rounding Residual, or Other.
  4. Enter a Reason (at least 5 characters). Your team can see it in the audit log.
  5. Tick I confirm this waive is intentional and the customer’s balance should be reduced.
  6. Click Waive.

Rentablez issues a credit note for the waived amount. In the invoice list, the amount shows “– ₹X waived” with the credit note number, and the status changes to Waived if nothing is left to pay.

Note: Every waive is permanently recorded in the audit log — who did it, when, the amount, and the reason.

Undo a Waive

Open the invoice’s ⋯ menu and click Reverse Waive Off. The credit note is cancelled and the amount goes back onto the outstanding balance.

You’re All Set!

Payments are recorded and your invoice balances are up to date. Rentablez keeps a full payment history on every invoice so nothing gets missed.