Record a payment against a bill or invoice in Receipt Bot

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Receipt Bot allows you to record payments directly against purchase bills and sales invoices. Payments are stored separately from invoices and remain linked to the original document. This helps maintain an accurate record of outstanding balances and paid transactions.

If your Receipt Bot business is connected to accounting software such as Xero, QuickBooks Online, or Sage, invoice and payment records are exported separately, in accordance with the accounting software’s requirements.

This article covers the following topics related to payment management in Receipt Bot:

  • Record a payment against a purchase bill or sales invoice
  • Edit or delete a linked payment
  • Export payments to accounting software

Note: If your business is integrated with accounting software, ensure payment methods are correctly mapped to the relevant bank accounts.

Record a payment against a purchase bill or sales invoice

You can follow these steps to record payment against a purchase bill or sales invoice:

Step 1 – Navigate to the Purchase or Sales module from the left side of the dashboard menu.

Step 2 – Click the unpaid invoice you want to record a payment for.

Step 3 – Confirm that the Amount Due is greater than zero.

Step 4 – Scroll down to the Payment section.

Step 5 – Enter the payment details in the following fields:

  • Payment Date: Enter the date on which the payment was made. The payment date must be on or after the document date.
  • Payment Method: Select the payment method used for the transaction.
  • Payment Amount: This field is automatically filled with the invoice amount.
  • Payment Reference: Enter payment reference or additional notes if required.

Step 6 – Click the Add Payment button.

The payment will now be recorded in Receipt Bot.

Note: The linked payment will appear in the Payments section below the document.

Edit or delete a linked payment

2.1 Edit a linked payment

You can edit a linked payment by following the steps below: 

Step 1 – Navigate to the Purchase or Sales module from the left side of the dashboard menu.

Step 2 – Scroll down to the Payments section.

Step 3 – Click the Edit icon for the payment you want to update.

Step 4 – Update the payment information as required.

You can update:

  • Payment Date
  • Payment Method
  • Payment Reference

Step 5 – Click the Save button.

Your payment details will now be updated.

2.2 Delete a linked payment

You can delete a linked payment by following the steps below: 

Step 1 – Navigate to the Purchase or Sales module from the left side of the dashboard menu.

Step 2 – Scroll down to the Payments section.

Step 3 – Click the Delete icon beside the payment record.

Step 4 – Click Yes, Delete from the confirmation pop-up.

The payment record will be removed from the invoice.

Note: You must delete linked payments before deleting, transferring, archiving, or reclassifying the invoice.

Export payments to accounting software

Receipt Bot exports payments as separate transactions when integrated with accounting software such as Xero, QBO, and Sage.

When a purchase bill or sales invoice contains a linked payment, Receipt Bot exports:

  • Invoice or bill record
  • Payment record

Both records are automatically exported during manual or auto-export.

Limitations in Receipt Bot mobile apps

Recording and managing payments is currently unavailable in the Receipt Bot mobile app. If you want to create, update, or manage payments, sign in through a Receipt Bot web application.

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Frequently Asked Questions

Q: What is the difference between the old “Paid Purchase Invoice” and the new payment feature? 

A: Previously, Receipt Bot combined the invoice and payment into one document called a “Paid Purchase Invoice.” Now, the invoice and its payment are stored as two separate but linked documents. This gives you a clearer audit trail and ensures that both records are correctly exported to your accounting software as separate transactions.

Q: Why can’t I see the payment section on my bill or invoice? 

A: The payment section appears only when all of the following conditions are met: the document type is a Purchase Invoice or Sales Invoice, and the Amount Due is greater than zero. Check that your document meets all these conditions.

Q: My business is integrated with Xero. Do I need to do anything different to export the payment? 

A: No. When you export an invoice that has a linked payment, Receipt Bot will automatically export both the invoice and the payment as separate transactions to Xero. Make sure your payment method in Receipt Bot is mapped to the correct bank account in Xero before exporting.

Q: Can I delete an invoice that has a linked payment? 

A: No. Receipt Bot will prevent you from deleting, rejecting, reclassifying, transferring, or archiving an invoice if it has an active linked payment. Delete the linked payment first, then take the desired action on the invoice.

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