How to mark invoices as paid

Getting paid is the best part. Closing the invoice off in stub keeps your records tidy, your reports accurate, and your customer's account up to date.

There are a few ways to do it. Pick the one that matches how the payment actually landed.

Option 1: From the invoice (Sales section)

Best when you've got the invoice in front of you.

1. Go to Sales and open the invoice.
2. Click Add Payment.
3. Either select an existing payment or add one manually (cash, EFT, an imported lump sum - whatever didn't come through your synced bank).
4. Save - the invoice status updates to Paid.

Option 2: From the Income section

Best when you're logging a few payments in one sitting, or recording payments for older invoices.

1. Go to Income.
2. Set the Category to Invoice Payment.
3. Choose the invoice from the dropdown.
4. Save - the invoice status updates to Paid.

Imported invoices and older payments

Any invoice can be marked as paid by adding a payment to it - including invoices imported from another platform.

stub only pulls bank records from your sync start date, so older payments won't appear in your transactions. No need to delete those invoices. Just add a payment manually, and the invoice will be marked paid against the right history.

Status didn't update?

If you added a payment but the invoice is still showing as unpaid or partially paid, check the amount. The payment needs to match the invoice total for the status to flip to fully Paid. Partial payments will be recorded against the invoice but won't close it off.

Why this matters

A paid invoice isn't just admin - it's the closing entry on a sale. Marking it properly means:

• Your Sales and Income reports are accurate.
• Your customer statements show the right outstanding balance.
• Your P&L and VAT reports include the sale in the right period.
• You stop chasing customers who've already paid (everyone's favourite).

Whether the money came in by card, EFT, or cash in hand, closing the loop on each invoice keeps your business clean.