Pay an invoice
Learn how to record, apply, and process invoice payments in Caspen.
Overview
Once you finalize an invoice, the status changes to Open, meaning payment can now be recorded or received.
Payments can be:
Recorded manually (cash, EFTPOS, direct deposit, etc.)
Processed online through Stripe (if Stripe integration is enabled)
Linked to an existing unallocated payment
Before finalising an invoice
While creating or editing an invoice, you can choose how payment will be handled before clicking Finalize invoice.
Payment options during invoice creation:
Request payment Marks the invoice as Open, making it ready for the client (or contact) to pay.
Apply payment Record a payment immediately (e.g., cash, EFTPOS).
Create payment (Stripe) Charge a client’s saved or new credit card using Stripe.
After selecting your option, click Finalize invoice. The invoice will update to Open or Paid, depending on the payment action you chose.
After finalising an invoice
When an invoice is Open, you can record or manage payments using the Pay invoice button.
Options under Pay invoice:
New payment Manually record a full or partial payment (cash, EFTPOS, direct deposit, etc.). Note: You can record multiple partial payments if a client pays in installments.
Existing payment Apply a previously recorded or unallocated payment from the client’s profile.
Credit card Process a card payment through Stripe (if connected).
Issue credit note Reduce or correct the invoice balance (see Add a credit note for details).
Other Actions
Send invoice Email the invoice directly to your client. If Stripe is enabled, the email includes a secure payment link with a Pay invoice button.
Copy public link Copy the invoice’s secure link and share it manually with your client. (Open the invoice → Actions → Copy public link.)
If you use the public link to send the invoice yourself, we recommend marking the invoice as Sent so your records stay accurate. (Open the invoice → Actions → Mark as sent.)
Note: Payments automatically sync with Xero or QuickBooks if those integrations are enabled.
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