Payments
Track all incoming payments from clients. Record manual payments, allocate them to invoices, and use payment links to collect online via Stripe.Recording a payment
- Go to Sales > Payments Received
- Click Add Payment
- Fill in the payment details:
| Field | Description |
|---|---|
| Client | Who is paying |
| Payment Date | When the payment was received |
| Amount | Payment amount |
| Payment Method | How the payment was made (e.g., Bank Transfer, Cash) |
| Reference Number | Check number, transaction ID, etc. |
| Collected By | Team member who collected the payment (optional) |
| Notes | Any additional details |
Allocating to invoices
When recording a payment, allocate the amount to specific invoices:- Select the Client - their unpaid invoices appear
- Enter the amount to allocate against each invoice
- Any remaining amount becomes an unused credit on the client’s account
Screenshot: Payment allocation screen
Heffl validates that the allocated amount doesn’t exceed the pending amount on any invoice. Invoice statuses update automatically based on payments.
Allocation types
| Type | Description |
|---|---|
| Invoice | Payment applied to a specific invoice |
| Opening Balance | Payment against the client’s opening balance |
| Unused Credits | Excess payment stored as credit for future invoices |
Payment methods
Configure the payment methods your business accepts.- Go to Settings > Payment Methods
- Click Add Payment Method
- Enter a name (e.g., “Bank Transfer”, “Cash”, “Credit Card”)
- Set one as Default
Payment links (Stripe)
Collect payments online through Stripe payment links.Prerequisites
Connect your Stripe account in Settings > Integrations > Stripe.Creating a payment link
- Open an invoice
- Click Create Payment Link
- Set the amount and currency
- Share the generated link with your client
- Pending - Link created, awaiting payment
- Paid - Payment completed
- Failed - Payment attempt failed
Screenshot: Payment link sharing
Client balance tracking
Heffl tracks each client’s financial position:- Opening balance - Starting credit or debit balance
- Pending invoices - Total outstanding invoice amount
- Unused credits - Overpayments available for future invoices
- Net balance - Overall client balance
FAQ
Can I split a payment across multiple invoices?
Can I split a payment across multiple invoices?
Yes. When recording a payment, you can allocate different amounts to different invoices from the same client.
What happens if a client overpays?
What happens if a client overpays?
The excess amount is recorded as an unused credit on the client’s account. You can apply it to future invoices.
Can I delete a payment?
Can I delete a payment?
Yes. Deleting a payment reverses the invoice status changes and removes the allocation.