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When a client pays outside Hiveku, by check, cash or a bank transfer, record the payment on their invoice. The invoice’s balance goes down, its status changes to partly paid or paid, and the payment appears in your Payments ledger. You decide whether the client gets a receipt. This guide records Quillfeather Bakehouse’s payments for Northwind’s October invoice: a $400 check first, then the $298 balance by ACH. Then it fixes a mistyped check number and shows how to delete a payment.

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Record a payment on the invoice

1

Open Collect payment

Open the invoice from Commerce > Invoices. Click Collect payment at the top, then Record a payment.
The Collect payment menu open with Charge card on file and Record a payment, Record a payment outlined

Record a payment, under Collect payment

2

Fill in the payment

Amount starts at the balance due. Type less for a part payment. Pick the Method: Check, Wire, Cash, ACH or Other. Add the check number or transfer reference in Reference, the day the money arrived in Paid on, and a Note for yourself if you like.Email the client a receipt starts ticked when the invoice sends receipts. Untick it when you are entering a payment your client already has a receipt for, for example one from another app.
The Record payment dialog with Amount 400.00 outlined, Method Check, Reference Check 4471, Paid on 10/20/2026, a note, Email the client a receipt unticked and outlined, and the Record button outlined

A $400 check, no receipt

3

Click Record

The invoice is now Partial. Under the total it shows what was Paid and the Balance due, and the payment is listed under Payments.
Invoice NW-2026-001001 with the Partial badge outlined, Paid minus $400.00 and Balance due $298.00 outlined, the Settled check payment of $400.00 outlined, and History showing Partially paid and Payment received

$298 still to pay

4

Record the rest

When the balance arrives, record it the same way. Northwind records $298 by ACH. With nothing left to pay, the invoice is marked Paid, with the day it was paid in full.
Invoice NW-2026-001001 with the Paid badge outlined, Paid on Oct 21, 2026, and under Payments the $400.00 check and the $298.00 ACH payment, both Settled, outlined

Paid in full, by check and ACH

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Find it in your Payments ledger

Click Payments in the Commerce menu, or click a payment on the invoice to open it there. Each payment shows its method, who paid, the invoice, the reference, the amount and the day it was received. Click a row to see its details. A payment you recorded by hand says Recorded by hand, so it can be corrected or deleted, with Edit and Delete buttons.
The Payments ledger with the ACH / bank transfer payment of $298.00 and the Check payment of $400.00 from Lena Ortiz on NW-2026-001001, outlined, the check's note below, and the Edit and Delete buttons outlined

The two payments, and Edit and Delete

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Fix a payment you recorded

1

Edit a mistake

Click Edit on the payment. You can change the Date received, the Method, the reference and the Note (internal), then click Save changes. Here the check number was 4417, not 4471. The invoice’s History records the correction.The amount and the invoice can’t be changed. If either is wrong, delete the payment and record it again.
The Edit payment dialog for the $400.00 payment, with Check number Check 4417 outlined and the Save changes button outlined

Check 4417, not 4471

2

Delete one recorded by mistake

Click Delete on the payment. The dialog lists what happens: the invoice shows that amount due again, and the client can pay it online again. A receipt already emailed is not taken back. Type the Reason, which is required, and click Delete payment. The record is kept, marked as removed, with your name and reason.
The Delete this payment? dialog for $400.00 received Oct 20, 2026, with the three things it changes, the Reason Recorded on the wrong invoice outlined, and the Delete payment button

A reason is required

Northwind’s payment was right, so it clicked Cancel.

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Record a payment from the Payments page

If you start from the money rather than the invoice, click Record offline payment on the Payments page. Search for the invoice under Apply to invoice and click it. Amount starts at its balance due. Pick the Method, the Received date, the check number or reference, and click Record payment.
This dialog has no receipt choice: the client gets a receipt if the invoice is set to send payment receipts. To decide for yourself, record the payment from the invoice instead.
The Record offline payment dialog with Apply to invoice listing four partly paid invoices, INV-2026-000006 for Lena Ortiz selected and outlined, Method Check, Amount $524.00 outlined with Balance due $524.00, Received date, Check number, Note (internal), and the Record payment button

Record offline payment, on the Payments page

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Good to know

  • Partial payments are always allowed here. The invoice’s partial payments switch only decides whether the client can pay part of it online.
  • Payments by card or bank through Hiveku are recorded for you. Recording by hand is for money that arrives some other way. Northwind has no payment processor connected, so online payment isn’t shown.
  • Refunds of hand-recorded payments happen outside Hiveku. A recorded check or transfer has nothing to reverse in Hiveku: return the money yourself, and record it as an offline entry.
  • More: Payments covers processors, refunds and the ledger. Back to Create and Send an Invoice.