How to Add Payments on FreshBooks?

Congratulations! If you reached here, that means you successfully invoiced Clients and your hard work is paying off. But don’t get carried away with the excitement and forget to balance out your books. FreshBooks does provide the option to easily receive and record online transactions, but you may eventually need to handle cash, checks or other form of Payments.
If your Client did not use an available online method to settle their Invoice, then you will need to update your records by adding the Payment manually.

There are two ways to add an Invoice Payment:

1. From Payments Section:

Start by logging into your FreshBooks on your mobile or desktop web browser.

Head to Payments (5th icon on the left sidebar – wallet icon)

3 tabs will be displayed: Invoice Payments, Checkout Link Payments, Other Income

If you want to learn more about Checkout Links, head to What’s a Checkout Link on FreshBooks?
If you want to learn more about Other Income, head to
What’s Other Income on FreshBooks?

Click on β€˜Invoice Payments’

You will find a list of all payments made by your Clients, along with their details such as date, type and amount.
(Online payments are blue and manually entered payments are green.)

Press on the green β€˜+’ next to β€˜All Invoice Payments’

A new payment draft will drop down for you to fill in the following:

Invoice Number
You can search the name of Client and choose the Invoice from the drop-down options.

Payment Date
The date will automatically be filled as today’s date. You can change it from the calendar.

Type of Payment
Whether it’s a bank transfer, check, or credit card, you can choose one from the several options available.

Amount of Payment
Total amount of the Invoice will be automatically filled. However, you can edit it in case your Client paid more or less.

Notes
This is optional. But you can add info such as a swift code or check number for your own reference.

Click on the β€˜βœ”β€™ sign to save and add Payment

Another method to add an Invoice Payment:

2. From Invoices Section:

Start by logging into your FreshBooks account on your mobile or desktop web browser.
You can use the FreshBooks app as well.

Head to Invoices (4th icon on the left sidebar – quill pen and paper icon)

Check off the Invoice you want to add the payment to.

Click on β€˜Actions’ then β€˜Add a Payment’

Now follow the same steps of filling out the new draft of Payment.

Notify your Client

Check off the notification option at the bottom if you want to send your Client an email regarding the payment settlement.

Click on Save to add Payment

If your Client has paid for several Invoices, you can add multiple payments at once.

Add Bulk Payments

Instead of selecting an invoice, check off several ones and follow the same steps under the Invoices Section.
You can fill out details separately for each Invoice, or use the β€˜Apply to All Payments’ section if all payments share the same info.

Edit, Delete and Filter Payments

From the Payments section, click on any green Payment to edit details directly or β€˜delete payment’.
Blue Payments (online payments) cannot be edited except for the notes.

If you are looking for a certain Payment, you can use the search engine or the filter option (3-lines icon next to the search). You can filter out payments according to: Client, Payment type, Currency, Date range, Amount, Invoice Number or Notes.

Manage Payments

From the Payments section, click on β€˜More Action’ at the top right.
You will find 3 options:

  • View Payment Reports: where you can extract financial reports such as credit balance, payments collected, balance sheet, etc.…
  • Accept Online Payments: if you still did not enable online payment methods, you can learn more on How to Connect to PayPal on FreshBooks.
  • Payments Settings: you can enable the option of automatically adding Clients’ credit to recurring invoices. To learn more, you can check out How to Add Credit on FreshBooks.

As a small business or freelancer, it all goes back to how often you update your finances. Not only is it essential for your accountant, but it will definitely avoid the awkward β€œwho paid what” kind of questions.

Learn other features on FreshBooks and stay on top of your finances:

How to Add an Expense on FreshBooks?
How to Invoice an Expense to a Client on FreshBooks?
What’s a Retainer on FreshBooks?
How to Manage Retainers on FreshBooks?
How to Manage Clients on FreshBooks?
What’s Time Tracking on FreshBooks?