Recording a Payment

PaymentsUpdated October 14, 2026 · Reviewed by Peasy Team

Use Record an external payment when money moves outside Peasy Payments — for example, a check in the mail, a bank transfer, or a manual ACH. Request payment with Peasy and Pay with Peasy are payment actions; check, cash, ACH, wire, and card describe how the money moved.

How to Get There

You can open the payment chooser from either the invoice or bill list:

  • Invoices — Go to Sell > Invoices, click the ⋮ menu on the invoice row, and choose Record Payment. You can also open the invoice — from the Invoices list, or from the order's Invoice tab — and click Record payment on it. As a shortcut, click the Unpaid or Partially Paid chip in the Payment column on the Invoices or Orders list. The chooser offers Request payment with Peasy or Record an external payment. On the Orders list this shortcut appears once the order has an invoice.
  • Bills — Go to Buy > Bills, click the ⋮ menu on the bill row, and choose Pay Bill. This action is available even if Peasy Payments is not set up. The chooser offers Pay with Peasy or Record an external payment. You can also open the bill panel and start from Pay Bill there.

For an invoice that's part of a sales order with multiple invoices, Peasy first asks which invoice to apply the payment to.

Step by Step

  1. Open the payment dialog using one of the methods above.
  2. Under Payment action, choose Record an external payment. If the exact Peasy flow is ready, Peasy is the default; otherwise external recording is the default and Peasy remains visible with the setup requirement.
  3. Pick the actual Payment method — check, cash, ACH, wire, credit card, or other.
  4. Enter the Amount, or click Pay Full Balance to fill in the remaining balance automatically.
  5. If the method needs one, fill in the reference field that appears — it's labeled Check Number for a check, or a confirmation/reference number for ACH and wire.
  6. Pick the Payment date.
  7. Optionally add a Memo — it's an internal note, and if QuickBooks is connected the memo syncs along with the payment.
  8. Review the summary near the bottom, then click Receive Payment (invoices) or Record Payment (bills).

What Happens After

  • The Paid column on the Invoices or Bills page updates to reflect the amount you just recorded.
  • If the payment covers the full balance, the payment status changes to Paid.
  • If it only covers part of the balance, the status changes to Partially Paid and the remaining Balance stays visible.
  • If QuickBooks is connected, Peasy syncs the new payment to the matching QuickBooks invoice or bill in the background.

Good to Know

  • Do not record a $0 payment. An invoice with a final total of $0 becomes Paid when issued, without a payment record. If later edits add an amount due, the status and balance update while keeping any real payments already recorded.
  • Record an external payment is for offline payments only. For customers paying online, choose Request payment with Peasy; for paying a vendor by ACH directly from Peasy, choose Pay with Peasy. History shows where each payment record originated; see Payment History and Ledger.
  • You can record multiple partial payments. Record each one separately and the balance decreases each time.
  • If an online payment is already in progress, you can only record what's left. While a bank transfer is still moving, the dialog shows a Payable Now amount — the part of the balance that isn't already covered by the in-flight payment — and Pay Full Balance fills that amount. If the whole balance is already being paid, you'll see a "Payment already in progress" message and can't record more until that payment finishes or fails.
  • You can void a recorded invoice payment. Open the order, go to its invoice, and click View payments next to Total paid. Click Void on the payment, then Void payment. The payment stays in the list marked Voided, with who voided it and when. It no longer counts toward the invoice, so the balance goes back up. No money is refunded or moved, and a void can't be undone. If the payment was synced to QuickBooks, Peasy voids it there too. If that step can't finish, the payment's row in View payments shows Remove from QuickBooks, even on a canceled invoice. If QuickBooks is connected but Peasy can't check it for the payment, the void doesn't go through: you're told why, and nothing changes. See QuickBooks Sync.
  • You can void a recorded bill payment the same way. Open the bill and click View payments next to Total paid, then Void and Void payment. The bill's balance goes back up, and if the payment was synced to QuickBooks, Peasy voids it there too. Bill payments can't be edited here yet.
  • Only payments recorded in Peasy can be voided. Peasy Payments and QuickBooks payments can't be voided here, and neither can a payment on a canceled invoice or a cancelled bill.
  • You can correct a recorded invoice payment. If you typed an amount, date, method, or reference wrong, open View payments and click Edit on the payment. Change what's wrong and click Save correction. Peasy updates the same payment and the invoice balance, and the order's Activity shows Payment corrected with who changed it and the old and new values. The amount can go up to what's still owed on the invoice plus the payment's own amount.
  • A payment already in QuickBooks is corrected there first. Peasy updates the QuickBooks payment, then saves the correction in Peasy. If QuickBooks can't take the change — for example, someone changed the payment in QuickBooks, or QuickBooks isn't connected — Peasy saves nothing and tells you why. If Peasy says it couldn't confirm whether QuickBooks saved it, click Save correction again; Peasy won't apply it twice. If QuickBooks is connected but Peasy can't check it for the payment, the correction doesn't go through: you're told why, and nothing changes.
  • A payment still on its way to QuickBooks can't be corrected yet. If Peasy sent the payment to QuickBooks but hasn't confirmed it arrived, Save correction is refused with "Peasy hasn't confirmed whether this payment reached QuickBooks. Sync the payment to QuickBooks from the invoice, then correct it." Once the sync finishes, correct the payment as usual. If the QuickBooks company it was sent to has since been disconnected, the message asks you to reconnect that company first, then sync the payment and correct it.
  • Some payments can't be edited. Payments from Peasy Payments or QuickBooks, voided payments, and payments on a canceled invoice have no Edit button.

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