A client paid part of an invoice: record the balance clearly

When a customer pays only part of an invoice, keep the original invoice and record the amount actually received against it. The remaining balance should explain what still needs to happen.

The short version

Open the issued invoice, confirm the payment, and record that amount once. Klaq supports partial payments and recalculates the outstanding balance. An owner or administrator performs the financial update.

Start with the transaction you can identify

Check which invoice the payment belongs to. Confirm the amount and reference through your normal payment records before recording it in Klaq.

For example, if an issued invoice totals 1,000 units in its document currency and the customer pays 400, record the 400 payment. With no other adjustments, the remaining amount is 600. Use the invoice's actual currency consistently.

Klaq's payment record is not proof that a bank transfer has settled. It represents the transaction you chose to record.

Keep one invoice for one receivable

You do not need to create another invoice merely because the first payment was incomplete. A second invoice for the same original work can make the amount owed harder to understand.

Keep the issued document, the recorded payments, and the outstanding amount together. If more work was agreed later, handle that work as a separate billing decision with a clear description.

Check what changed the balance

Payments, refunds, and credits affect the record differently. A payment records money received. A refund records money returned and can increase the remaining receivable. A credit reduces the amount owed.

A zero outstanding amount does not always mean the original total was paid entirely in cash. Review the transaction history if you need to understand why an invoice has no balance remaining.

Make the next message specific

A useful follow-up identifies the invoice, acknowledges the amount received, and states the amount still outstanding. Ask for clarification if the payment reference or intended allocation is unclear.

Avoid marking the whole invoice as complete just to remove it from your outstanding review. The record is more useful when it reflects the actual transactions.

Common questions

Can I record an amount greater than the balance?

Klaq checks overpayment conditions. Review the invoice and transaction history rather than entering a different amount to bypass a mismatch.

Does this initiate a payment or refund?

This guide covers recording the payment history in Klaq. It does not describe moving money through a bank or payment provider.

Read how invoice states differ or return to Klaq Invoice.