Record payments

Once an invoice is finalised, you record payments against it as they come in. Recording a payment is an advisor action for money you have actually received, such as cash, card, bank transfer, EFTPOS, or cheque settled outside Openhood.

A customer saying they have paid is not a recorded payment. Settlement stays unrecorded until a trusted advisor confirms it or an accounting sync brings it in, so the balance always reflects money you can stand behind.

Record a payment

Record Payment appears only on a payable invoice that still has a balance due. It is not available on a draft, a voided invoice, or one already paid in full.

1. Open the repair order and find the finalised invoice. Use Record Payment.
2. Enter the amount and the method, such as cash, card, bank transfer, EFTPOS, or cheque. Add a reference or note if useful.
3. Submit. The payment is recorded against the invoice and the balance due updates.

Partial payments and balance due

You can record more than one payment against the same invoice. Each payment reduces the balance due. The invoice stays open with its remaining balance shown until the payments cover the total, at which point it is marked Paid.

This handles deposits, instalments, and split tenders without any extra setup. Record each amount as it arrives and the balance keeps you honest about what is still owed.

Payment status

Payment status lives on the invoice balance, not on a separate switch. An invoice with a balance remaining is unpaid; an invoice whose recorded payments meet the total is Paid. Each payment is its own durable record with a per-workshop payment number, so the trail stays auditable.

If a submit is interrupted and retried, Openhood will not double-record the same payment. The repeat returns the original payment rather than creating a duplicate.