> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hiveku.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Record a Payment by Check, Cash or Transfer

> Record a check, cash, ACH or wire payment on an invoice, part or all of it, and correct or delete a payment you recorded by mistake

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.

## 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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-01-collect-payment-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=9fdcf358e70aea13d00c2cb00bea72cc)

**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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-02-record-payment-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=97de01fa8688bf28fce66a3be4a0588e)

**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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-03-partly-paid-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=a76469967bf0d4dac75000ff4393ab32)

**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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-04-paid-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=680bcf3cc0dc61f7108b8cc2c4b0be77)

## 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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-05-ledger-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=776066bf9cff98f98d931729a582ed38)

## 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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-06-edit-payment-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=10c146e53542c54bfbb9bcde0759aafd)

**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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-07-delete-payment-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=7d1ea7af1219e2e5ef563477be39b1cb)

Northwind's payment was right, so it clicked **Cancel**.

## 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**.

> [!WARNING]
>
> 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](https://mintcdn.com/locusdigital/H11iBbs2xb2VsODA/images/how-tos/commerce/pay-08-record-offline-closeup.webp?fit=max\&auto=format\&n=H11iBbs2xb2VsODA\&q=85\&s=2f5dee30008a1ad5f08c115ec72ffbb4)

## 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](/commerce/payments) covers processors, refunds and the ledger. Back to [Create and Send an Invoice](/how-tos/commerce/send-an-invoice).


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