Recording Payments

Once an invoice is authorised, you can record payments against it to track what's been received or paid. EventWorks supports partial payments, so you can record deposits and instalments as they come in.

Getting There

Open an event, go to the Invoices tab, and click on an authorised invoice. The payment section is on the invoice detail page.

Recording a Payment

• Open the authorised invoice.
• Click Add Payment (or Record Payment).
• Enter:

• Click Save.

The payment is recorded and the invoice's balance updates:

• Amount Paid increases by the payment amount
• Amount Due decreases accordingly
• If the balance reaches zero, the invoice automatically transitions to Paid status

Partial Payments

You can record multiple payments against a single invoice. For example, if a client pays a £10,000 invoice in two instalments:

• Record £5,000 on the first payment date → Amount Due: £5,000
• Record £5,000 on the second payment date → Amount Due: £0 → Status: Paid

Each payment is listed individually on the invoice with its amount and date.

Removing a Payment

If a payment was recorded in error:

• Open the invoice.
• Find the payment in the payments list.
• Click Delete on the payment.

The invoice's balance recalculates. If the invoice was marked as Paid but now has an outstanding balance, it reverts to Authorised status.

Payment Details

Payments can optionally record additional transaction details:

• Transaction ID — An external reference number
• Transaction Email — The payer's email address
• Card Type / Last Four Digits — Card payment details

These fields are informational and help with reconciliation.

Importing Payments from Accounting

If you use an accounting integration (Xero, QuickBooks, etc.), payments recorded in your accounting system can be imported back into EventWorks. This keeps your payment records in sync without manual data entry.

Frequently Asked Questions

No. Payments can only be recorded on authorised invoices. Authorise the invoice first.

The payment is recorded and the amount due may go negative, indicating an overpayment. You can then issue a credit note or refund as appropriate.

You can delete an incorrect payment and re-record it with the correct details.

This depends on your integration. Some integrations push payments to the accounting system; others only import them. Check your integration documentation for details.

Related Articles

• Creating and Managing Invoices
• Credit Notes