Payments

Payments in Hisaabo record money moving between you and a party — either money you receive from a customer or money you pay to a supplier.

Recording a payment

There are two ways to record a payment:

From an invoice

Open an invoice and click Record Payment. The amount field is pre-filled with the outstanding balance. This is the fastest method for recording payment against a single invoice.

From the Payments section

Go to Payments in the left navigation and click New Payment. This lets you record a payment and optionally allocate it across multiple invoices.

Payment fields

Field	Required	Notes
Party	Yes	The customer or supplier you are receiving from / paying to
Amount	Yes	Total amount of this payment in INR
Mode	Yes	How the money moved: Cash, Bank Transfer, UPI, Cheque, or Other
Payment Date	Yes	When the payment was received/made. Defaults to today.
Bank Account	No	Which of your bank accounts this payment relates to. Automatically creates a transaction in that account’s balance.
Reference Number	No	UTR for bank transfer, UPI reference ID, cheque number, etc.
Discount	No	Any discount given at the time of payment (for example, settling for a round figure). Reduces the invoice outstanding without recording it as income.
Notes	No	Free-text note

Payment modes

Mode	Use for
cash	Physical cash payment at counter
bank	NEFT, RTGS, IMPS bank transfer
upi	UPI payment (GPay, PhonePe, Paytm, etc.)
cheque	Cheque payment. Enter the cheque number in Reference Number.
other	Any other mode not covered above

Allocating a payment to multiple invoices

A single payment can be split across multiple outstanding invoices. This is useful when a customer pays a round-sum amount that clears several bills at once.

1. In the New Payment form, select the party.
2. After entering the amount, an Allocate to Invoices section appears showing all unpaid/partially-paid invoices for that party.
3. Enter how much of the payment applies to each invoice. The total allocation must equal the payment amount.

If you do not allocate the payment to specific invoices, it is recorded as an unallocated payment against the party.

How payments update invoice status

When a payment is recorded:

• The invoice’s amountPaid field is updated.
• If amountPaid >= totalAmount, the invoice status is set to paid.
• If amountPaid > 0 but less than totalAmount, the invoice status is set to partial.

Payment number

Each payment gets a sequential number formatted as PAY-00001, PAY-00002, etc. The prefix and starting number can be configured in Settings → Business Profile.

Deleting a payment

To delete a payment, open it from the Payments list and click Delete. Deleting a payment:

• Removes the bank account transaction (if a bank account was linked)
• Reverses the amountPaid reduction on linked invoices
• Reverts the invoice status if it was previously marked as paid

Deletion requires Admin role

Only Superadmin and Admin users can delete payments. Seller Manager, Seller, and Accountant roles cannot.

Frequently asked questions

A customer paid in advance before I raised an invoice. How do I record this? Record the payment without allocating it to an invoice. It will appear as an unallocated payment in the party’s ledger (shown as a credit balance). When you create the invoice later, allocate the pre-existing payment to it.

How do I record a partial payment? Enter the partial amount in the Amount field. Allocate it to the relevant invoice. The invoice status will change to partial, and you can record another payment later when the balance is settled.

My customer paid via NEFT. What should I enter as the reference number? Enter the UTR (Unique Transaction Reference) number. This appears on your bank statement as a 22-character alphanumeric code.

Can I record a payment in a foreign currency? Hisaabo currently only supports INR. All payment amounts must be in INR.

The invoice shows “Partial” but I know it is fully paid. What is wrong? Check that the payment amount equals the exact invoice total. If you recorded ₹10,000 against an invoice for ₹10,001 (due to a round-off difference), the invoice will remain in partial status. Record a second small payment (or use the Discount field to write off the ₹1 difference).