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Recording a payment

In short​

On every invoice, the Payments card is where you record what you receive: amount, date, payment method. The invoice status follows on its own: Partially paid, then Paid. An overdue invoice is chased by e-mail, automatically or with one click.

Recording a payment​

  1. Open the invoice. At the top, the Amount due card recalls the total, what has already been received, and offers Record a payment of … with the remaining amount.
  2. In the Payments card, type the Amount received (pre-filled with the amount due), the Payment date, the Payment method (transfer, cheque, card, cash or other) and, if you like, a Reference.
  3. Record the payment. The amount left to pay updates right away.

You can record several payments on the same invoice.

You cannot record more than what is due​

An amount higher than the amount due is refused. If your client paid too much, you need a credit note.

Fixing a mistake​

A payment recorded by mistake is removed (Remove button on the payment line) and typed again: the invoice status is recalculated at once. It is an internal note, not a document that gets sent.

The due date and the overdue status​

The due date is worked out from your payment terms (see Settings → Documents). It is fixed on the invoice, even if you change your terms later.

Every morning, Devivolt looks at the invoices whose due date has passed and moves them to Overdue. They then show up in the Overdue counter of your dashboard, and the invoice list says for how many days (Overdue · D+…).

Follow-ups​

An issued invoice is chased automatically by e-mail after its due date: on D+5, then on D+12, until it is settled. The invoice page says where the follow-up stands (next planned date, last reminder sent); so does the invoice list ("reminder D+5 sent", "no reminder yet").

  • Turn follow-ups off stops the follow-ups of this invoice only; Turn follow-ups back on resumes them.
  • Send a reminder now sends a reminder right away. Only one every 24 hours: the second one is refused, so that your client is not harassed. A manual reminder pushes the ones still planned back by one week.

An invoice that is settled or cancelled by a credit note is no longer chased.

The wording that protects you​

Your invoices state your late-payment penalties and the €40 fixed indemnity provided by French law. They are owed when a payment between businesses is late. Devivolt writes them; you decide whether you claim them.