Record a payment

Available on all current plans. On the legacy Free plan, invoices are collected through Stripe checkout, which records the payment for you.

When money arrives, record it on the invoice: open the invoice and click Add payment (or choose Paid/Partial from the status menu — both open the same dialog).

The payment dialog

• Amount — pre-filled with the remaining balance; change it for a partial payment
• Payment date — defaults to today
• Payment method — Cash, Check (with a required check number), or Credit Card (see Charge a card)
• Notes — optional

The check number isn't optional decoration — it is the reference that shows up in the payments table and in the activity log, and it is what makes a payment traceable when you're reconciling a bank statement three months later.

Payment date is the date the money arrived, not the date you got round to entering it. Velosiq's revenue reporting is cash-basis and buckets by this date, so backdating a cheque you deposited last week keeps your revenue reports truthful.

How the status follows the money

You never set the status by hand — Velosiq recalculates it from the payments on the invoice every time one is added or removed:

A cancelled invoice is the one exception: it stays cancelled no matter what is recorded against it.

Partial payments

Enter any amount below the balance and the invoice becomes Partial — with the payments table showing exactly what's been received and the balance remaining below it. Deposits, installments, progress billing: record each payment as it lands and the invoice flips to Paid the moment the balance reaches zero. See Invoice statuses explained.

There is no limit on how many payments one invoice can carry, so a job paid in five installments is recorded as five payments rather than one lump sum that hides the schedule.

Voiding a payment

Recorded a payment by mistake? In the payments table, cash and check payments have a void button (with a confirmation). The invoice status recalculates instantly, and the void is written to the activity log.

Two things worth knowing before you press it:

• The payment itself is removed, not struck through. The payments table stops showing it — but the activity log keeps a permanent line saying it was voided, who did it, and for how much. Voiding money is the most audit-worthy action in the app, and it is treated that way.
• The status goes back to where the money left it. Void the only payment on a Paid invoice and it returns to Sent, ready to chase again.

Card payments work differently: refund them from your Stripe dashboard, where the charge actually lives. Velosiq deliberately won't void a card payment, because deleting the record here would leave a real charge on a real card with nothing in Velosiq to explain it.

Everything is logged

Every payment and void is recorded permanently in the invoice's activity log — method, reference, amount, timestamp — so your history always adds up.