Accepting Cash, Checks, and Other Payments

Not every client pays online. When you receive payment by cash, check, wire transfer, or any other method outside AgentInvoice, you can manually record it so your invoice stays up to date and your records stay accurate.

Mark as paid

The quickest way to record a full payment:

1. Open the invoice
2. Click Mark as paid
3. The invoice status updates to Paid with today's date

Use this when you've received the full amount and don't need to track the payment method in detail.

Record a payment (with details)

For more control — including the payment method, date, or partial amounts:

1. Open the invoice
2. Click Record payment
3. Enter the amount received
4. Optionally note the payment method (cash, check, wire, etc.)
5. Optionally set the payment date if it differs from today

The payment is logged in the invoice's payment history. If the amount is less than the invoice total, the invoice stays open and shows the remaining balance.

Common offline payment types

Cash — Record the amount received. If you received a different amount than invoiced (e.g., the client rounded), enter the actual amount and the remaining balance will show clearly.

Check — Record when you receive the check, or wait until it clears — your preference. You can add a note with the check number for your records.

Wire transfer / bank transfer — Record once the funds arrive in your account. Include a reference if useful.

Partial payments — If a client pays in installments, record each payment separately. AgentInvoice tracks the running total and marks the invoice paid once the full amount is covered.

Correcting a mistake

If you recorded a payment in error, open the invoice and delete the payment entry from the payment history. The invoice balance will adjust automatically.