Payments and Balances

Open an invoice to review its payments and remaining balance. Admins and Owners can record payments by default; custom roles need the invoice payment permission.

Record a check, wire, or bank transfer

1. Confirm that your business received the payment through its normal payment process.
2. Open the invoice and its payment actions.
3. Record the amount, payment method, date, and any reference or note needed to identify the receipt.
4. Save the payment and review the remaining balance.

Recording a payment updates the invoice ledger. It does not move money, deposit a check, or verify a transfer with your bank. Coherence does not import a bank feed or automatically match offline receipts.

Partial payments

Record the amount actually received, in the invoice's currency. A payment smaller than the outstanding balance leaves the invoice partially paid. Record subsequent receipts against the same invoice until its balance is settled.

For example, on a $4,000 invoice, recording a $1,500 wire payment leaves $2,500 due. Payment history remains available after the invoice is paid.

Stripe card payments

After Stripe setup, a customer can open the invoice link and pay the outstanding balance through Stripe Checkout. Coherence records a confirmed payment after receiving Stripe's payment event.

Your business manages Stripe refunds and disputes from its Stripe Dashboard. Stripe refund events update the invoice ledger. Refunding a payment can reopen an outstanding balance; it does not void the invoice or create a credit note.

An open checkout is blocking an offline payment

An active Stripe checkout reserves the invoice's outstanding balance. This prevents staff from recording a check or wire while a customer is also completing a card payment.

If you need to record an offline receipt, open Payments → Cancel or reconcile open checkout first. Coherence checks whether Stripe already received the payment or whether the open checkout can be canceled. Review the resulting balance before recording another payment.

Correct a payment record

For an incorrectly recorded offline payment, open its row actions in Payments, select Correct payment, and provide a reason. Then record the correct receipt if needed. The original payment stays in the history alongside its reversal.

A ledger reversal does not send money back to a customer. Handle offline refunds through your business's normal process. For a Stripe payment, initiate the refund in Stripe so the payment processor and invoice ledger remain aligned.

Void an unpaid invoice

An authorized teammate can void an unpaid invoice that should no longer be collected. A voided invoice stops overdue reminders. If the invoice has payments or an open checkout, resolve those first rather than treating voiding as a refund.

Review outstanding balances

Use the Invoicing list's status filter or a CRM Account's Invoicing tab to find related invoices. Open an invoice to review the document, payment history, remaining balance, and reminder state.

Related: Invoicing Overview · Creating and Sending Invoices.