How to Record a Payment

Overview

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Learn how to record payments for your business expenses to keep your accounts in sync. While the expense logs what you owe, recording the payment confirms that the transaction is settled. Whether you are paying a supplier invoice, an invoice for new equipment, or a recurring utility bill, documenting the payment immediately ensures your cash flow records and liability balances are always up to date.

1. Click Expenses in the menu in the left menu
   
2. Choose Payments in the dropdown menu
   
    
3. Click Add New Payment
   
    
4. Complete the following fields:
   
   • Select a Supplier (required)
   • Choose the Transaction Type (required)
   • Adjust the Date if needed
   • Enter the payment Amount
      

5. Next, add the payment details. 

   If you selected "Miscellaneous" as the Transaction Type jump to step 6.
    

   • Click "+ Add New Item" to add the specific payment details
     
      
   • Select the Expense in the Expense # dropdown
     
      
   • Enter a payment description if necessary
     
      
   • Adjust Amount Applied if needed
     
      
   • Then, click Save
     
6. If you've select "Miscellaneous" as the Transaction Type follow these steps to add your payment details:
   1. Click "+ Add New Item" to add the specific payment details
      
       
   2. Select the GL Account to assign to the payment
      
       
   • Enter the payment description if applicable
     
      
   • Enter the payment Amount Applied
     
      
   • Then click Save
     
      

After saving your payment details you'll be taken back to your Payments List where you'll see your payment listed as "Used". If you've applied this to an Expense in your workspace, you'll see the status of the expense update to "Paid" or "Partially" paid when back in the expenses list.