How to mark an invoice as paid

Sometimes your customer pays outside of stub, maybe by EFT, cash, or on your card machine. Recording the payment in stub keeps your accounts accurate and shows which invoices are fully (or only partly) paid.

Here’s how to do it:

1. Go to Sales → Invoices.
2. Click on the invoice you want to update.
3. On the right-hand side of the invoice screen, click Payment.
4. Fill in the details:
   1. Amount paid: Full or partial (stub tracks the balance).
   2. Date of payment: The actual date you received the money.
   3. Payment method: Bank transfer, Card, Cash, etc.
   4. Notes (optional): e.g. “Paid via EFT on 3 Aug” or “Cash at handover.”
5. Click save.

stub updates the invoice automatically:

• Paid if the full amount has been covered.
• Partially Paid if only part has been received.
• Settled (loss or gain) if the amount received is slightly different (for example, your customer rounded R98.12 up to R100). You can mark it as Settled, and stub will record the difference as a small gain or loss.

Need to fix something? Scroll to the Payments section, click the three dots next to the payment, and choose Edit or Remove.

Connected accounts vs manual entry

If your bank feeds are connected, you can simply select the correct incoming payment from the list stub suggests, no need to enter it twice.

If the payment was collected elsewhere (like through Yoco, SnapScan, or in cash), add it manually so your books still reflect what’s been received.

💡 We’re working on automatic matching for payments made through linked services – stay tuned.

When to record payments manually

If your bank account is connected, stub will automatically pull in matching payments for you to confirm.

If the payment was made in cash or through an account that’s not connected, you’ll need to record it manually.

👉 Double-recording = double income (and not in the good way).

Foreign currency payments (Pro)

If the payment amount differs due to exchange rates, stub will prompt you to record the gain or loss so your books stay accurate.

Once that’s done, mark the invoice as Settled so it no longer shows as outstanding.

Why marking invoices as paid matters

• Keeps your reports accurate, your books reflect what’s actually been paid.
• Gives you a clear picture of your cash flow: what’s come in, what’s still owed, and what’s overdue.
• Helps you spot late payers quickly, so you can follow up before it snowballs.

Bottom line: Marking invoices as paid makes sure your books match reality, no more chasing ghosts, just a clear view of who’s paid and who still owes you.