How to record a payment

What it's for

Recording a payment marks money as received against an invoice — for payments taken in person or outside an online link, such as cash at reception, a card payment, a bank transfer, or a cheque.

Where to find it

From Finance → Invoices, open an invoice and record a payment; or use Finance → Payments for a general payment.

Step-by-step

1. Open the invoice in Finance → Invoices (or go to Finance → Payments).
2. Choose to record a payment.
3. The dialog shows the invoice total, amount already paid, and remaining balance. Set the Amount — use Full Amount for the whole balance, or enter a partial amount.
4. Choose the Method — for example, Cash, Check, Card, or Bank Transfer (other online/BNPL options such as Tabby or Tamara may appear if enabled for your academy).
5. Add any reference, then click Record Payment. The invoice status updates to Paid, or Partial if it's a part-payment.

Pay at reception

• For a family paying at the front desk, use the pay at reception flow to record the payment on the spot.

Tips & limits

• A partial payment leaves a remaining balance on the invoice; record another payment later to clear it.
• The payment methods available depend on what's enabled for your academy in Settings → Finance Settings.
• Recording a payment is for money received outside an online payment link; payments made through a link are captured automatically.

Related articles

• How to manage invoices
• How to issue a refund or credit
• How to set up tax and payment terms