ForemanFOREMAN

Manage payments

Record payments against an invoice, let status update itself, and watch online payments land automatically — no manual 'mark as paid'.

Foreman tracks payments on every invoice and keeps its status in sync for you. You record offline payments (check, cash, Zelle) yourself; online payments through Stripe land on their own. Either way, you never set the status by hand — there's no "mark as paid."

Record a payment

  1. Open the invoice from Records.
  2. In the side panel, click Record Payment.
  3. Enter the Amount (it defaults to the remaining balance), confirm the Payment Date, and pick a Method — Check, Cash, ACH, Zelle, Card, or Other.
  4. Optionally add a Reference (for example, a check number) and Notes.
  5. Click Record Payment.

Note

You can record a payment any time the invoice isn't voided — including a deposit on a draft that hasn't been sent yet. See Deposits.

Don’t see this?

If you don't see the Record Payment button, your role may not be allowed to record payments. Ask your organization owner to grant it.

How status updates itself

Status is always derived from how much has been collected — you never set it manually:

  • Payments below the total move the invoice to Partially Paid.
  • Once payments cover the total, it flips to Paid.
  • Remove every payment and it falls back to Sent (or Draft if it was never sent).

The side panel shows the running balance and a progress bar so you can see what's left to collect.

The payments list

Each payment appears in the Activity list in the side panel, alongside Sent and Viewed events. From there you can:

  1. Click a payment to edit its amount, date, method, reference, or notes.
  2. Hover a payment and click the trash icon to delete it.

Editing or deleting a payment recalculates the balance and status automatically.

Online payments land automatically

When a client pays online through Stripe, Foreman ingests the payment for you — no manual entry. The payment appears in the Activity list, the balance and status update, and your client gets an automatic receipt email. Foreman also guards against duplicates if the same payment notification is delivered twice.

Note

Receipt emails are only sent for online (Stripe) payments. Payments you record by hand — cash, check, Zelle — don't email the client, since you already know they arrived.

Frequently Asked Questions

Can I record more than the balance?

You can, but Foreman warns you when an amount exceeds the remaining balance so you can double-check before saving.

Why didn't an online payment show up?

Online payments require Stripe to be connected and the invoice to offer a pay link. See Stripe payment processing.

NextCollect a deposit