Payment Tracker
Log payments received against invoices.
Overview
The Payment Tracker is the receiving side of your invoicing workflow. For every payment that lands in your account, you log the amount, the date, the method, the invoice it applies to, and any notes about partial payments or fees. It is built to sit alongside the Invoice Generator and Client List so the trio gives you a complete picture of who owes what, who has paid, and which invoices are still outstanding.
This matters because cash flow is the single most important number in a small business. Knowing precisely how much is overdue, how much has cleared this month, and which clients are habitually slow lets you take action before a gap becomes a crisis. A weekly fifteen-minute reconciliation turns invoicing from a guessing game into a measurable process.
How it works
You add a payment by selecting the related invoice (or marking it as unattached if it is a deposit or a one-off), entering the amount received, the date, and the method (bank transfer, card, cheque, cash). The tool subtracts the payment from the invoice balance and updates the invoice status to paid when the balance reaches zero, or partial when some amount remains.
You can filter the payment list by date range, client, or status to produce reports your accountant or tax authority will recognise. Combine the tracker with the Recurring Invoice Schedule to confirm that the expected monthly receipts actually arrived.
Examples
- Bank reconciliation. Match each line on your bank statement to a payment record and flag any unexpected deposits for investigation.
- Partial payment. Log a 50% deposit against a large invoice and the remainder when the project ships.
- Overdue chase. Filter to invoices with no payments past the due date and run a structured collection round.
- Monthly close. Export payments received in the month as the basis for revenue recognition.
FAQ
Does it connect to my bank?
No. Enter payments manually after they appear in your bank or payment processor.
How do I handle fees deducted by a payment processor?
Record the net amount received as the payment and note the gross and fees in the notes field, or log fees as a separate expense in your accounting tool.
What if a payment covers multiple invoices?
Split it into one payment per invoice, each with the appropriate amount.
How are refunds tracked?
Log them as negative payments against the original invoice and update the invoice status accordingly.
Is this an accounting system?
No. It is a focused payments ledger. Full bookkeeping, tax, and reporting belong in accounting software.