Recording and Tracking Payments

Recording payments in Projek ensures that invoices are accurately updated once clients complete their transactions. Proper payment tracking helps maintain financial transparency and ensures that billing records reflect actual cash flow.

The system allows both manual payment entry and integrated payment processing (if enabled). This flexibility supports different payment methods while maintaining centralized financial documentation.

By tracking payment history and invoice balances, organizations can monitor outstanding amounts, manage partial payments, and maintain accurate financial reporting.

Recording a Manual Payment

If a client pays outside the system:

Step 1: Open the Invoice

1. Navigate to Invoices.

2. Select the relevant Sent or Overdue invoice.

Step 2: Record Payment

Provide:

• Payment Amount

• Payment Date

• Payment Method (e.g., Bank Transfer, Cash, Check)

• Reference Number (Optional)

• Notes (Optional)

Click “Save” or “Mark as Paid.”

The invoice status will update accordingly.

Integrated Payment Gateways (If Enabled)

If online payments are configured (e.g., Stripe, PayPal):

• Clients can pay directly through the invoice.

• Payments are recorded automatically.

• Invoice status updates to Paid once confirmed.

Integration reduces manual processing and improves efficiency.

Handling Partial Payments

If partial payment is allowed:

• Enter the amount received.

• The system will update the remaining balance.

• The invoice remains open until fully paid.

Partial payment tracking ensures accurate outstanding balance monitoring.

Monitoring Payment History

Each invoice displays:

• Total amount

• Paid amount

• Remaining balance

• Payment dates

• Payment method history

This provides a clear record of all financial transactions.

Managing Overdue Payments

Invoices that pass the due date without full payment are marked Overdue.

To manage overdue invoices:

• Send reminders to clients.

• Review payment history.

• Follow up through direct communication.

Timely follow-up helps maintain steady cash flow.

Best Practices for Payment Tracking

• Record payments immediately upon receipt.

• Verify payment amounts before confirmation.

• Monitor overdue invoices regularly.

• Maintain documentation for audit purposes.

Accurate payment tracking ensures reliable financial records and strengthens billing control within Projek.