# Record a manual payment

> Record a check, Zelle, wire, ACH, card, cash or other payment received outside Moodiri, and link it to an invoice or hold it as credit.

Source: https://docs.moodiri.com/invoices/record-a-manual-payment

## Why use it

A check in the mail or a Zelle notification doesn't update anything by itself. Recording it puts the money on the right invoice, updates the balance and your reports, and keeps the reference and proof in one place for when someone asks.

## When to use it

- **A client paid by check, transfer or cash.** Link it to the invoice it pays.
- **A client paid in advance, with no invoice yet.** Choose **Not linked — add to overpayment credit** and apply it later. See [Apply credit to an invoice](https://docs.moodiri.com/invoices/apply-client-credit-to-an-invoice).
- **You took a card payment on your own terminal.** Record it as **Card** so the invoice shows as paid.

For a single check that covers several invoices, see [Record one check that pays several invoices](https://docs.moodiri.com/invoices/record-one-payment-across-several-invoices). For a retainer, use [Request a retainer](https://docs.moodiri.com/financials/request-a-retainer) instead.

## Before you start

- Only the owner and admins can record payments.
- Have the amount, the date you received it, and the check number or confirmation to hand.
- Open the invoice from **Invoices**, then choose **Record payment** in **Actions**.

## Steps

![Sent invoice for Alex Rivera totaling $12,539.50, with three procurement lines and the Actions panel offering Resend and Record payment.](https://docs.moodiri.com/shots/invoices--record-a-manual-payment--page-1600.webp)
Same screen with numbered callouts: https://docs.moodiri.com/shots/invoices--record-a-manual-payment--page-annotated.webp
Callout 1: Record payment
1. Open the invoice, here *LS-016-INV002* with $12,539.50 due, and choose **Record payment**.
2. Enter the **Amount received** in US dollars, for example a $5,000.00 deposit by check.
3. Choose the **Payment method**, such as **Check**, **Zelle** or **ACH / bank transfer**, and the **Date received**.
4. Add a **Reference**, such as a check number, confirmation or transaction ID.
5. Check **Link to an invoice**. Opened from an invoice, it is already linked; choose **Not linked — add to overpayment credit** to hold the money as credit instead.
6. Optionally add a **Description**, such as *50% deposit, living room*, line items and **Proof of payment**.
7. Choose **Record $5,000.00** to save it, or **Record & send receipt** to also email your client a receipt.

## Line items on a payment

Choose **Add line items (hours, rate)** to break the payment down, for example by phase. Each row has a description, quantity and rate. Choose **Use total … as amount** to copy the rows' total into **Amount received**. To note a **Phase** and **Deliverables**, choose **Add phase & deliverables**.

## What happens next

- The confirmation shows the amount, method and date, and whether the invoice is **paid in full** or has a balance remaining.
- Any extra is shown as **Overpayment credit**, available for this client's future invoices.
- Choose **Send receipt** to email your client a receipt. See [Send a receipt or the paid invoice](https://docs.moodiri.com/invoices/send-a-payment-receipt).
- If the invoice was still a draft and is now paid, you see **Invoice marked paid**. Nothing has been sent to the client yet, so you can choose **Send paid invoice** or keep it internal.
- You can edit or void the payment later from its actions menu.

## Limits

- Methods: Check, Venmo, PayPal, Zelle, Wire transfer, ACH / bank transfer, Card, Cash or Other.
- The amount must be at least $0.01 and no more than $9,999,999.99.
- The date received can't be in the future.
- Reference up to 120 characters.
- Up to 100 line items per payment.
- Proof: PDF, JPG, PNG, WebP, GIF or TIFF, up to 100 MB.

## Troubleshooting

- **Payment is more than the invoice balance.** Choose **Limit and record payment** to record only the balance, **Add difference to overpayment** to keep the extra as client credit, or **Go back** to fix the amount.
- **Payment saved, but the attachment didn't upload. Add it later from the payment.** Open the payment's actions, choose **Edit payment**, and choose **Add proof**.
- **Date received can't be in the future.** Pick today or an earlier date.

## Questions

### Which payment methods can I record?

**Check**, **Venmo**, **PayPal**, **Zelle**, **Wire transfer**, **ACH / bank transfer**, **Card**, **Cash** and **Other**.

### I recorded a card payment here. Will Stripe process it?

No. Recording a payment only logs money you already received. It never charges your client. Use **Card** for card payments taken outside Moodiri.

### Can I record a payment from the project instead?

Yes. **Record payment** is also on the project's invoices and on **Financials**. From **Financials** you pick the project first, then optionally the invoice.