Payments | Billing Now Help Center

The Payments module in BillingNow gives you a centralized view of all financial transactions across your organization.

Payments are automatically generated when you:

Record a payment on an Invoice
Record a payment on a Bill
Record a payment on a Credit Note

This page allows you to track, edit, filter, export, and audit every incoming and outgoing payment in one place.

📂 Accessing Payments

Note

Sidebar → Payments

This page displays a global list of all payments, regardless of the originating document.

📋 Payments List Overview

The Payments table provides a consolidated overview of all transactions.

Table Columns

Column	Description
Payment #	Unique payment identifier (e.g. `PAY-4`).
Document #	Reference to the related document (Invoice, Bill, or Credit Note). Click to open the document details.
Document Type	Type of document linked to the payment: Invoice, Bill, or Credit Note.
Transaction Type	Indicates money flow: • Credited → Money received • Debited → Money paid
Amount	Payment amount with currency.
Payment Date	Date when the payment occurred.
Reference	Optional transaction reference (wire ID, card reference, check number).
Payment Method	Payment method used (Bank Transfer, Credit Card, etc.).
Bank Account	Internal bank account used for the transaction (if applicable).
Bank Account IBAN	IBAN of the bank account used.
Notes	Optional notes linked to the payment.
Actions	Edit or delete the payment.

🔁 Transaction Types

Each payment is automatically classified:

🟢 Credited
- Incoming money
- Typically linked to Invoices
🔴 Debited
- Outgoing money
- Typically linked to Bills or Credit Notes

🔎 Filtering Payments

Click Filter at the top of the page to narrow down results.

Available Filters

You can filter payments by:

Payment Number
Document Number
Document Type
Transaction Type
Amount
Payment Date
Reference
Payment Method
Bank Account

Filters behave the same way as in Invoices, Bills, and Credit Notes.

🔗 Accessing Linked Documents

Click on the Document # column to open the related document:

Invoice → Invoice detail page
Estimates → Estimate detail page
Credit Note → Credit Note detail page
Bill → Bill detail page

✏️ Editing a Payment

To edit a payment:

Click Edit in the Actions column
A side panel opens with editable fields

Editable Fields

Field	Description
Payment Amount	Update the amount paid.
Payment Date	Change the payment date.
Reference	Update transaction reference.
Payment Method	Change method (Bank Transfer, Credit Card, etc.).
Bank Account	Select a different internal bank account.
Notes	Add or edit internal notes.

Warning

Updating a payment automatically updates the status of the linked document.

🗑️ Deleting a Payment

To delete a payment:

Click Delete
Confirm deletion in the modal

Warning

This action cannot be undone

Effects of Deletion

The payment is permanently removed
The linked document’s status is recalculated automatically
(e.g. Partially Paid → Pending)

📤 Exporting Payments

Click Export in the top-right corner.

Export Formats

Export as CSV
Export as Excel

Exports respect active filters.

🔄 Automatic Status Synchronization

Payments are tightly linked to documents:

Any payment action:

Updates Paid / Partially Paid / Pending statuses
Recalculates totals automatically
Updates activity timelines

This guarantees real-time financial accuracy.

💡 Best Practices

Tip

✔ Use clear payment references
✔ Regularly review debited vs credited payments
✔ Export filtered data for accounting
✔ Avoid deleting payments unless necessary
✔ Verify bank account selection before saving

✅ Summary

The Payments module is the central transaction ledger of BillingNow.

It allows you to:

Track all incoming and outgoing payments
Navigate directly to related documents
Edit or correct transactions safely
Export data for accounting and audits

Payments complete the financial lifecycle started by Invoices, Bills, and Credit Notes, giving you full visibility and control over cash flow.