Recording, editing, and voiding payments

Recording a payment yourself

Not every client pays online. If someone pays by bank transfer, cheque, cash, card outside the portal, or any other method, record it against the invoice so Mortar's numbers stay accurate.

From an invoice (its detail page, or the row menu on an invoice list), click Record payment. Enter:

• Amount — you don't have to record the full balance. Partial payments are fine; the invoice shows exactly what's still outstanding.
• Method — bank transfer, cheque, cash, card, or other.
• Date and an optional reference/note (a cheque number, a transfer reference, whatever you'll want to find later).

Recording a payment doesn't touch Stripe and carries no transaction fee — that's only charged on online card/bank payments made through the portal.

Once the recorded amount(s) cover the invoice total, it's automatically marked Paid.

Editing or voiding a payment

Made a typo, or recorded the wrong amount? On the invoice's payment history, manually-recorded payments have Edit and Void actions.

• Edit lets you correct the amount, method, date, or reference. If the corrected total means the invoice is no longer fully paid, it moves back to Sent automatically — no client email goes out for that reversal, so it won't surprise anyone.
• Void cancels the payment entirely (it's kept for your records, marked voided, never deleted). If voiding a payment drops an invoice below its paid total, the invoice reopens the same way.

Only payments you recorded manually can be edited or voided this way — a payment that came in through Stripe (card or bank) is left alone, since that record has to match what Stripe actually processed.

FAQ

Does recording a payment notify my client? No — recording a payment is for your own books. It doesn't email the client. (An automatic receipt email is only sent when a client pays online through the portal.)

Can I record more than one payment against an invoice? Yes — deposits, instalments, and partial bank transfers can all be recorded as separate entries; the invoice tracks the running total against what's owed.

What if I try to record a payment that would overpay the invoice? Mortar won't let you — recording an amount larger than what's currently outstanding is rejected outright. Edit or void an earlier payment first if the numbers need correcting, then record the right amount.