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Record a Manual Payment

When to Record a Manual Payment?​

Use this feature for payments received outside the inbound email system:

  • Cash handed over in person
  • Cheque received by mail
  • Direct bank transfer (not confirmed by email)
  • Credit card payment processed outside Paymely
  • Balance correction (adjustment)

Record a Payment​

Via the Payments page​

  1. Click Payments in the sidebar
  2. Select Record Payment
  3. Fill in the form (see below)
  4. Click Record

Via the Customer Profile​

  1. Open the customer profile
  2. In the Payment History section, click Record a payment
  3. The customer is pre-selected — fill in the other fields

Form Fields​

FieldRequiredDescription
Customer✓Search by name, email, or phone
Amount✓Amount received in dollars (e.g., 450.00)
Payment type✓Full or Partial
Payment method✓Cash, cheque, credit card, transfer, other
NotesOptionalCheque reference, transaction number, remark

Payment Types​

Full​

The customer settles the entire outstanding balance.

Result: Customer status → Paid automatically (if the amount covers the full balance).

Partial​

The customer pays only part of the balance.

Result: The customer's paid amount is increased. If the remaining balance is still > 0, status stays On Track.

Overpayment Detection​

If the recorded amount exceeds the outstanding balance, Paymely shows a warning:

"This payment exceeds the outstanding balance by $X. Do you want to continue?"

You can confirm — the overpayment is recorded in the metadata for reference. The customer status still changes to Paid.

What Happens After Recording​

  1. The entry appears in the customer's payment history
  2. The remaining balance is recalculated and updated
  3. If remaining balance ≤ 0 → status → Paid → reminders stopped
  4. The name of the user who recorded the payment is logged (traceability)

Modify or Delete a Recorded Payment​

Note: Manual payments cannot be directly edited in the current interface. To correct an error:

  1. Contact support, OR
  2. Record a negative payment (if your workflow allows it) to cancel the entry
  3. Then record the correct amount

View Complete History​

The history of all payments recorded for a customer is accessible from their profile, Payment History section. Each entry displays:

  • Date and time recorded
  • Amount
  • Type (full/partial)
  • Payment method
  • Notes
  • Recorded by (username)