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Payments ​

A Payment in Easy Invoice is a record of money received against an invoice. Payments can be created two ways:

  1. Automatically — when a client pays through PayPal, Stripe, Square, etc. The gateway webhook fires, a Payment is recorded, and the invoice is marked Paid.
  2. Manually — when you receive money outside a gateway (cash, wire transfer, cheque) and record it yourself.

WP Admin → Easy Invoice → Payments.

Payments — every recorded payment, with filters by status and method

1. The Payments list ​

Every payment ever received shows up here, with:

  • The associated Invoice Number
  • Client name
  • Payment Method (PayPal, Stripe, Manual, Bank Transfer, etc.)
  • Amount
  • Date
  • Status (Paid, Pending, Refunded)
  • Transaction ID (from the gateway)

Filter by status, method, or date range.

2. Record a manual payment ​

When a client pays you offline (cash, wire transfer you reconciled in your bank, cheque arrived):

  1. WP Admin → Easy Invoice → Add New Payment.
  2. Fill in:
FieldWhy
InvoiceWhich invoice this payment is against (dropdown shows unpaid invoices).
AmountThe amount received. Can be less than the invoice total for partial payments.
Payment DateWhen you actually received it.
Payment MethodManual / Cash / Bank Transfer / Cheque / Other.
Transaction ReferenceOptional — the bank reference, cheque number, or any text.
NotesInternal notes ("client paid in person", "wire from Acme Bank ref ABC123").
  1. Click Save.

The invoice updates automatically:

  • Full payment ⇒ status flips to Paid.
  • Partial payment ⇒ remaining balance shown; status stays Unpaid until full balance is collected.
  • The Payment Received email goes out to the client (unless you disable it in Settings → Email → Payment Received).

3. Partial payments PRO ​

If you've enabled Settings → Invoice → Enable Partial Payments, Easy Invoice Pro lets the client pay in installments via the public invoice page. The flow:

  1. Client opens the invoice URL.
  2. They pick an amount: a free amount, one of your fixed presets, or a percentage preset (configured in settings).
  3. The gateway charges that amount only.
  4. Easy Invoice records the partial payment and updates the invoice's Remaining Balance.
  5. The client can return any time and pay another installment.

See Settings reference → Pro-only invoice settings for the full set of partial-payment configuration fields.

ProPartial payments require Easy Invoice Pro. Upgrade →

4. Refunds and credit notes ​

Easy Invoice keeps the record; the money moves in your gateway.

To record a refund of a payment

  1. Open the payment record and change its Status to Refunded.
  2. Refund the money itself in the gateway's own dashboard (Stripe, PayPal, Square…). Easy Invoice does not send refund instructions to gateways.

Marking a payment refunded removes it from the invoice's paid total, so the invoice shows as outstanding again.

To correct the invoice itself — issue a credit note (Easy Invoice 2.4.0+)

An invoice that has been sent (any status other than Draft) is a tax record: Easy Invoice will not let it be edited or permanently deleted. The lawful way to reduce or cancel it is a credit note — a separate numbered document (CN-000001, …) that references the invoice and records what was credited and why.

  1. All Invoices → on the invoice's row, click Credit note.
  2. Enter the amount (leave empty to credit the whole invoice) and a reason — it is printed on the document and is what your accountant reads a year later.
  3. Issue credit note. The PDF is available from the same page; the invoice row now reads Credited.

You cannot credit more than the invoice total, and a credit note itself is never deleted. With the E-Invoicing addon, credit notes are also available as Factur-X and UBL (type 381). With the WooCommerce addon, a WooCommerce refund issues one automatically.

Deleting an issued invoice by mistake is protected against at the database level too: the easy_invoice_allow_issued_invoice_deletion filter is the only way through, and it is meant for migrations.

5. Reports & exports ​

WP Admin → Easy Invoice → Reports for the free dashboard summary (this month's revenue, outstanding total).

With Pro, the Export tool (under Easy Invoice → Export) generates CSV exports for accounting:

  • Invoices CSV (date, client, amount, status, gateway)
  • Payments CSV (date, invoice, amount, method, transaction ID)
  • Clients CSV

CSVs work with QuickBooks, Xero, FreshBooks, and any spreadsheet.

6. Common questions ​

"My invoice is still Unpaid even though Stripe says paid." → Webhook isn't connecting. Re-check Stripe webhook setup.

"How do I delete a wrong payment?" → Open the Payment, click Delete. The invoice's outstanding balance recalculates automatically.

"Can I move a payment to a different invoice?" → Yes — delete the payment from the wrong invoice and re-create it against the correct one. Or edit the Payment's Invoice field directly.

"Why does the invoice show Paid but no Payment record exists?" → Someone manually changed the invoice status without creating a Payment. The financials won't reconcile. Always record a Payment instead of editing status.

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