How to Enter a Payment on an Invoice

Inspect Point allows you to record payments on your invoice as a way of keeping track of all payments made, and associated details. This ensures that all payments - either made with Inspect Point payments, or taken elsewhere via check, cash, credit card, or ACH - are all captured inside Inspect Point. 

There are two places where you can enter a payment - the Invoice Edit Screen, and the Invoice Listing Screen. 

We also offer the ability to accept partial payments, which creates a “balance due” for each invoice. This feature, along with entering payments from both screens, will be covered in this article.

Enter a Payment on the Invoice Edit Screen

To enter a payment, click the Invoices tab. Then, click on the invoice number of your desired invoice.

From here, click the “Enter Payment” button at the top-left of the screen. 

Here, a modal will appear with information about the payment including:

• The total amount due
• The amount you’ve paid
• Payment method
• Reference number
• Date
• Notes

The only two required fields are the amount of the payment you have received and the method of payment. 

The payment amount automatically defaults to the full balance due, but you can enter any payment amount you’d like. Furthermore, as you enter your payment amount, the text beneath the box titled “Remaining” will automatically adjust to display your remaining balance. 

There are four methods of payment to choose from:

• Credit Card
• ACH eCheck
• Check
• Cash

Once you’ve entered your information, click “Submit” and you will see a green confirmation screen indicating your payment was successfully entered. 

Back on the Invoice Edit Screen, we can see the updated balance at the bottom of the page. Any payments made will be subtracted from the total amount of the invoice and shown in the balance. 

Each payment is also shown in the Payment Summary beneath the total amount and balance. All the information entered in the modal will be displayed here.  

Additionally, you may delete a payment by clicking the trash icon on the right. Doing so will remove the payment from the Summary and your balance will be updated accordingly.

The hand icon in the “Amount” column indicates the payment was entered manually. Payments made through Inspect Point payments will not have this icon, as they were not entered manually. 

Note: when the total balance is paid, the “Enter Payment” button will disappear on the Invoice Edit screen, as does the “Make Payment” button on the web view.

However, if a payment is deleted, these buttons will re-appear, as the invoice is no longer paid-in-full. 

Entering a Payment on the Invoice Listing Screen

To enter a payment from the Invoice Listing Screen, click the Invoices tab on the left of the screen. Next, find your invoice and click the purple “$” icon on the right side of the screen. 

Once clicked, the payment modal will appear where you can enter your payment information. 

After entering your payment, you will see the “Invoice Amount” and “Balance” columns updated accordingly; that is, if the invoice is marked as paid, the balance will be $0, and when a payment is entered, the balance will reflect the invoice total - the payment entered. 

Additional Records of Payment

Updated balances and Payment Summaries will be displayed in the web view and the PDF of invoices. 

To access the web view, either click “Preview” from the top-right on the Invoice Edit Screen, or on the “Eyeball” icon from the Invoice Listing Screen.

To access the PDF, either click “Download” from the top-left of the Invoice Edit Screen, or the green “Download” icon from the Invoice Listing Screen.