[Account Owner] Marking Invoices and Subscriptions as Paid
Are clients paying you outside of AdvicePay with checks? If so, you'll love our Online Check Deposit feature!
In This Article:
When a client pays their invoice outside of AdvicePay (e.g. via check) and you want to track it accurately within your account, you can manually mark it as paid! This option is available for one-time and upfront invoices and subscriptions.
Tip: Invoices manually marked as paid will show up in your transaction report file and reflected on the Dashboard.
Marking One-Time or Upfront Invoices as Paid
1. Get started by finding the invoice under Invoices (for one-time) or Subscriptions > View Subscription > Payments (for upfront invoices attached to a subscription) and select Mark as Paid from the drop down menu!
Alternatively, for upfront invoices attached to subscriptions you will also see a Mark as Paid option on the View Subscription overview of payments screen:
2. Select the Paid Date you wish to be reflected on the invoice (yes, you can even backdate this!), you'll also notice the type of payment (Upfront, One-Time or Subscription) and add an optional note. Once all information is confirmed, click Mark Paid:
No email notifications will go out to the client regarding this action.
After marking an invoice as paid, the invoice will have the status of 'Paid' and the client will not receive further email notifications (such as automatic upcoming/past due payment reminders) about it. Both the status and the optional note will also update on the PDF invoice so that it clearly shows payment.
Made a mistake or want to remove a test invoice that you marked as paid?
Delete any invoice that was manually marked as paid by selecting Cancel Invoice:
This will completely remove the invoice from both you and your client's account, and adjust the revenue calculations on your Dashboard.
Marking Subscription Invoices as Paid
1. Get started by finding the invoice under Invoices and select Mark as Paid from the drop down menu!
2. Select the Paid Date you wish to be reflected on the invoice (yes, you can even back date this!) you'll also notice the type of payment (Subscription) and add an optional note. Once all information is confirmed, Mark Paid:
If the subscription was Inactive, doing this will activate the subscription and send your client a notification email:
After marking an invoice as paid, the invoice will have the status of 'Paid' and the client will not receive further email notifications (such as automatic upcoming/past due payment reminders) about that specific invoice. It will also update the PDF invoice so that it clearly shows payment.
Before the next invoice comes due, we will generate an invoice labeled 'Upcoming Invoice' in your account. Your client will be notified of this upcoming invoice if it's not marked as paid and your client has Recurring Debit Reminders active on their account. You can then repeat the process to mark that invoice as paid, and so on!
If your client would eventually like to pay via AdvicePay, they can log into their account and add a payment method under Account Settings > Billing. We will automatically charge that payment method on their next invoice.
Made a mistake or want to remove a test subscription invoice that you marked as paid?
Delete any subscription invoice that was manually marked as paid by navigating to View Subscription > Payments and selecting Cancel Invoice:
This will completely remove the invoice from both you and your client's account, and adjust the revenue calculations on your Dashboard. It will not cancel the subscription itself, so future invoices will continue to generate. If you'd like to cancel the subscription entirely, go to Subscriptions > Cancel Subscription!