Payments

How to record what a client has paid you and what you have paid your crew: Mark paid, part payments, RCT deducted, the Payments list on every invoice, how to correct a payment's date, method or reference, and how to remove a payment that was recorded by mistake.

What it is for

Every issued invoice keeps a list of its payments. You never set an invoice to Paid by hand. You record the money, and FSMCore works out the status from the payments: Sent, Part paid or Paid.

This works the same way on two kinds of invoice:

• Client invoices: money a client paid you. Open Sales, then Invoices. See Invoices.
• Crew invoices: money you paid a subcontractor. Open Crew Invoices in the crew group of the menu. See Crew invoices.

There are three ways to record money, one way to correct the details of a payment, and one way to take a payment back:

Who can use it

Mark paid

Use this when the whole balance has been paid.

1. Open Sales, then Invoices.
2. Open the ⋮ menu on the invoice's row and choose Mark paid. The same button is at the top of the invoice's edit page.
3. A window asks Mark this invoice as fully paid? and tells you the balance it will record, for example "Records the remaining balance of €1,303.42 on INV-0084 as a single payment today, via transfer."
4. Press Confirm.

You see the toast Invoice marked paid, for example "INV-0084 settled with €1,303.42." The invoice is now Paid.

What it records: one payment for the balance still due, dated now, with the method Bank transfer. No reference and no notes. If the date, the method or the amount is different, use Record payment instead.

Mark paid is only offered on an invoice that is Sent or Part paid and still has a balance. It is not offered on a draft, a void invoice or an invoice that is already paid. An invoice with a total of 0.00 is Paid from the moment it is issued, so it never needs Mark paid. See How the status follows payments.

Mark paid on a crew invoice

1. Open Crew Invoices.
2. Open the ⋮ menu on the row and choose Mark paid. The same button is at the top of the crew invoice's edit page.
3. A window asks Mark this invoice as paid? and says "Creates a payment for the remaining balance and transitions to Paid." Press Confirm.

It records one payment for the rest of the total, dated now, by Bank transfer, and the crew invoice becomes Paid. You see the toast Invoice marked paid. It is offered on a crew invoice that is Submitted or Approved and not yet paid in full. A Submitted crew invoice that you mark paid goes straight to Paid, without being approved first.

Record a payment

Use this for a part payment, a payment with its own date, method or reference, or to correct a figure.

1. Open the ⋮ menu on the invoice's row and choose Record payment. The same button is at the top of the edit page.
2. The window Record / correct payment opens.
3. In Amount paid (total to date), type the total you have received on this invoice so far. Not only today's payment: the total. The field already shows what is recorded now.
4. Set the Payment date and the Method.
5. Add a Reference and Notes if you want.
6. Press Save.

Example: the invoice is for €1,000. The client paid €400 last week, which is recorded. Today they pay €300. Type 700. FSMCore stores the difference, €300, as today's payment.

Record payment is offered on a client invoice that is Sent, Part paid or Paid, and on a crew invoice that is Submitted, Approved or Paid. It stays available on a paid invoice so a wrong figure can always be corrected. A Paid crew invoice cannot be opened for editing, so use the ⋮ menu on its row.

Fields

The result

You see the toast Payment updated. On a client invoice it reads, for example, "Total paid is now €700.00. Part paid." When RCT was deducted it adds "plus €200.00 RCT deducted". A client invoice that is past its due date and still not paid in full ends with "Overdue." instead of the status. On a crew invoice it reads "Total paid is now €700.00. Approved."

If you saved without changing the amount paid or the RCT deducted, you see No change with "Amount paid is already €700.00." and nothing is recorded. To correct only the date, method, reference or notes of a payment that is already recorded, use Edit a payment.

Correct a wrong amount

Open Record payment again and type the right total. If the right total is lower, FSMCore stores the difference as a payment with a minus amount, and the status follows. Type 0 to take a client invoice back to Sent. If RCT deducted is recorded on it, set that to 0 as well, or the invoice stays Part paid.

If a whole payment should not be there at all, for example Mark paid was pressed on the wrong invoice, use Remove a payment instead. It keeps your reason.

RCT deducted

This part is only shown when the RCT feature is on for your company (Settings > Features). It is for client invoices where the principal contractor held back RCT and paid it to Revenue for you. That money settles the invoice just like cash: an invoice is paid when the cash received plus the RCT deducted reaches the total.

In Record payment on a client invoice you get three more fields:

Example: the balance is €1,000 and the rate is 20. FSMCore fills in €200.00 RCT deducted and €800.00 amount paid. Check both against the remittance and change them if they differ, then press Save. The invoice becomes Paid.

With the RCT feature on you also get:

• an RCT deducted column in the invoices list. It is hidden until you switch it on in the list's column picker.
• an RCT deducted column in the Payments list of a client invoice.

Mark paid never records RCT. It records the whole balance as cash. When RCT was deducted, use Record payment.

With the RCT feature off, these fields and columns are hidden. RCT that was already recorded is kept and still counts towards the invoice being paid.

Crew invoices have no RCT fields in Record payment.

Bulk Mark paid

For client invoices only.

1. Open Sales, then Invoices.
2. Tick the invoices that were paid in full.
3. Open the bulk actions menu and choose Mark paid.
4. The window Mark selected invoices as paid? names every invoice that will be settled, as number, client and balance, then the Total. It also says how many are skipped, for example "1 skipped (draft, void or already paid).", and ends with "A payment recorded by mistake can be removed from the invoice's Payments."
5. Read the list. Press Confirm.

Each invoice in the list gets one payment for its balance due, dated now, by Bank transfer, exactly like the single Mark paid. Drafts, void invoices and invoices with no balance are skipped and not changed.

The toast tells you the count, for example "Marked 3, 1 skipped (draft/void/already paid)."

When none of the ticked invoices has a balance, the window says "None of the selected invoices has a balance due: nothing will be marked paid." If you press Confirm anyway, nothing is recorded and the toast reads, for example, "Nothing eligible to mark paid: 2 skipped (draft/void/already paid)."

The Payments list

Every client invoice and crew invoice past draft has a Payments list. It shows each payment that was ever recorded, including removed ones.

To open it: open the ⋮ menu on the invoice's row and choose Payments. The invoice's page opens at its Payments list. The same list is shown under the form on the edit page, for an invoice that can still be opened for editing (not a void client invoice, and not a paid or void crew invoice).

It is not shown for a draft, or for a crew invoice that is Rejected. Only owners and admins see it.

The newest payment date is on top. All payments are on one page. When there are none, it says No payments recorded and "Record payment and Mark paid add payments here."

Columns

A removed payment stays in the list, greyed out. It no longer counts towards the amount paid.

Row actions

Each counted payment has a ⋮ menu with Edit payment and Remove payment, except on a void invoice. A removed payment has no menu. See Edit a payment and Remove a payment.

In the books

An accountant sees the same payments, read only. In the books, open Client invoices or Crew invoices, then the ⋮ menu on a row, then Payments. The item is only there when the invoice has at least one payment, counted or removed. A window Payments of Invoice INV-0084 (or Payments of Crew invoice CI-0004) opens with the columns Date, Amount, RCT deducted (client invoices with the RCT feature on), Method / reference (with the payment's notes underneath, when there are any), Recorded by (with the date and time it was recorded underneath) and Status. The status is Counted, or for a removed payment, for example, "Removed by Aoife on 28 Sep 2026: Marked paid by mistake". Removed payments are greyed. The only button is Close. Owners and admins can open the same window there.

Edit a payment

Use this when a payment is right but its date, method, reference or notes are wrong, for example the payment was recorded on the day you typed it in and the money came in two days earlier.

1. Open the invoice's Payments list.
2. Open the ⋮ menu on the payment's row and choose Edit payment.
3. A window opens, for example Edit the payment of EUR 500.00.
4. Correct the Payment date, the Method, the Reference or the Notes. They are the same fields as in Record payment.
5. Press Save payment.

You see the toast Payment changed, for example "The change is listed in the History of Invoice INV-0084. Nothing was emailed."

What you should know:

• The amount cannot be changed here, and neither can the RCT deducted. The window says so: "The amount cannot be changed here: remove the payment and record it again. The change is listed in the History. Nobody is emailed." With the RCT feature on, a client invoice's window says "The amount and the RCT deducted cannot be changed here".
• Only an owner or admin of the company can do this. Edit payment is not offered on a removed payment, or on any payment of a void invoice.
• It works the same on client invoices and on crew invoices.
• When the invoice is Paid, its paid date follows the corrected payment date. See How the status follows payments.
• One line is added to the invoice's History, with the old and the new value of each detail you changed, for example "Anna changed the payment of 12/09/2026: date 12/09/2026 -> 10/09/2026, method Bank transfer -> Cash".
• Nobody is emailed.
• In the books the Payments window stays read only.
• The AI assistant cannot edit a payment. Only a person can.

If you press Save payment without changing anything, you see Payment not changed with "Nothing was changed." and nothing is recorded.

Remove a payment

Use this when a payment should never have been recorded, for example Mark paid was pressed on the wrong invoice.

1. Open the invoice's Payments list.
2. Open the ⋮ menu on the payment's row and choose Remove payment.
3. A window opens, for example Remove the payment of EUR 1,303.42? Read what it says will happen.
4. Type the Reason. It is required, up to 500 characters. The field suggests "Marked paid by mistake".
5. Press Remove payment.

Only an owner or admin of the company can do this. The button is not shown on a payment that is already removed, or on any payment of a void invoice.

The AI assistant cannot remove a payment. Only a person can.

What the window tells you

First, what will happen to the invoice. For example:

• "Invoice INV-0084 goes from Paid to Sent. Amount paid: EUR 1,303.42 -> EUR 0.00."
• "Crew invoice CI-0004 goes from Paid to Approved. Amount paid: EUR 800.00 -> EUR 0.00."
• "Crew invoice CI-0005 goes from Paid to Submitted. Amount paid: EUR 800.00 -> EUR 0.00.", for a crew invoice that was marked paid without ever being approved.
• When the status does not change, it says the invoice "stays" as it is, with the old and new amount paid.

Then any warning, in bold. A warning never stops you. It tells you what FSMCore cannot fix for you:

Last: "The payment stays in the list as removed, with your reason. Nobody is emailed."

After you remove it

• The payment stays in the list, greyed, with the status Removed, your name, the date and your reason.
• The amount paid, the RCT deducted and the status of the invoice are worked out again from the payments that are left. A paid client invoice goes back to Part paid or Sent. A paid crew invoice goes back to Approved when it was approved before it was paid. A crew invoice that was marked paid while it was only Submitted, and was never approved, goes back to Submitted. A crew invoice that is Submitted or Approved keeps its status.
• One line is added to the invoice's History: who removed a payment, of how much, and the reason.
• Nobody is emailed.
• You see the toast Payment removed, for example "Invoice INV-0084 is now Sent. Amount paid: EUR 0.00. Nothing was emailed." A client invoice that is past its due date shows "Overdue" there instead of the status.

A removed payment cannot be put back. If it was removed by mistake, record the payment again with Record payment.

How the status follows payments

You never pick Paid or Part paid yourself. Each time a payment is recorded or removed, FSMCore adds up the payments that count and sets the status.

Client invoices

• RCT deducted counts like cash. Never compare the amount paid alone with the total.
• Balance due in the invoices list is the total, less the amount paid, less the RCT deducted.
• A Draft or Void invoice never changes status from payments.
• An invoice with a total of 0.00 has nothing to pay. It becomes Paid the moment you issue it, with no payment in its Payments list, and its paid date is the issue date. The History says, for example, "Anna issued the invoice as INV-0090: the total is EUR 0.00, so it is Paid". If you chose to send it when issuing, the email still goes. Such an invoice can still be voided, because it has no payment to remove first. If you later change its lines so that the total is above 0.00, it goes back to Sent. An invoice with a total of 0.00 that was issued before this rule stays Sent until one of its lines is added, changed or removed.
• The paid date is the payment date you typed. When an invoice becomes Paid, FSMCore keeps the Payment date of the payment that settled it as the invoice's paid date. That is the latest payment date among the payments that count and brought money in. It is not the moment you recorded the payment. A payment made with Mark paid is dated now, so the paid date is then the moment you pressed it. A correction downwards (a minus amount) never moves the paid date. If the invoice drops back to Part paid or Sent, the paid date is cleared, and it is set again from the payment dates when the invoice is paid again. If you edit the date of that payment, the paid date follows. The paid date is the paid_at value in the API.
• Invoices that were paid before this rule keep the paid date they have. It is worked out again only when a payment of that invoice is recorded, edited or removed.
• If you change the lines of an issued invoice that has payments, the status is worked out again against the new total. A paid invoice whose total went up becomes Part paid. A paid invoice that stays Paid keeps its paid date.
• An unpaid invoice past its due date shows as Overdue in the list. That is shown from the due date. It is not a separate status.

Crew invoices

Crew invoices have no Part paid status.

A Draft, Rejected or Void crew invoice never changes status from payments.

The paid date of a crew invoice works the same way as on a client invoice: it is the Payment date of the payment that settled it, and it is cleared when the invoice goes back to Approved or Submitted. A crew invoice with a total of 0.00 has nothing to pay: it becomes Paid the moment it is approved, with no payment in its Payments list, and its paid date is the day of approval. See Approve.

What happens after

• The payment shows in the invoice's Payments list at once, with who recorded it and when.
• The Amount paid and Balance due of the invoice change in the list.
• The invoice's History gets a line for every payment: who recorded it, the amount, any RCT deducted, the payment date, the method and the reference. A payment made with Mark paid says "Mark paid" in place of the method. An edited payment and a removed payment each get their own line.
• Recording, marking paid or removing a payment sends no email. The client is not told. A subcontractor gets one notification in the bell, Your invoice {number} was paid, when their crew invoice becomes Paid in full. A part payment and a removed payment send none. See What the subcontractor is told.
• The job follows its client invoices. A job in the status Invoiced becomes Paid when every issued invoice of the job is Paid and at least one of them is not a deposit invoice. A paid deposit alone never makes the job Paid. A job that becomes Paid is archived. When a payment is removed or lowered and not every invoice is paid any more, a job in the status Paid goes back to Invoiced, but it stays archived until you restore it. A job in any other status is not changed by payments. See Automatic status changes.
• Crew invoice payments do not change the job's status.
• The AI assistant can record or correct a payment on a client invoice for an owner or admin. It shows you a card with the paid to date before and after, and waits for your approval. It cannot record a payment on a crew invoice, and it cannot edit or remove a payment.

Common mistakes

I typed today's payment in Amount paid and the invoice total paid went down. The field is the total to date, not this one payment. Open Record payment again and type everything received so far.

I pressed Mark paid on the wrong invoice. Open that invoice's Payments, press Remove payment and give the reason. A client invoice goes back to Sent or Part paid. A crew invoice goes back to Approved, or to Submitted when it was never approved.

Mark paid is not in the menu. The invoice is a draft, is void, or has no balance left. On a crew invoice, it must be Submitted or Approved.

The invoice is Paid but Amount paid is lower than the total. RCT was deducted. Cash plus RCT deducted reached the total. Switch on the RCT deducted column to see it.

The client paid with RCT held back and I used Mark paid. Mark paid recorded the whole balance as cash. Remove that payment, then use Record payment with the RCT rate.

"Payment not removed" The toast gives the reason:

• "Only an owner or admin of this company can remove a payment."
• "This payment was already removed." Someone else removed it first. Reload the page.
• "Invoice INV-0084 is void: its payments stay as they are." or "Crew invoice CI-0004 is void: its payments stay as they are." Payments of a void invoice cannot be removed.
• "Say why the payment is removed, for example "Marked paid by mistake"." The reason was empty.

"Payment not changed" The toast gives the reason:

• "Only an owner or admin of this company can change a payment."
• "This payment was removed: it cannot be changed."
• "Invoice INV-0084 is void: its payments stay as they are." or "Crew invoice CI-0004 is void: its payments stay as they are."
• "Nothing was changed." You saved without changing anything.

An empty Payment date or Method gives no toast. The window marks the field as required and stays open.

The payment date is wrong but the amount is right. Open the invoice's Payments, open the ⋮ menu on the payment and choose Edit payment. Do not remove the payment for that.

I removed a payment and the job is still archived. The job went back to Invoiced but an archived job is never restored by itself. Restore it from Jobs.

There is no Payments item in the menu. The invoice is a draft, or the crew invoice is rejected. In the books, the item is only there when the invoice has a payment.

I cannot find the RCT fields. The RCT feature is off for your company, or you are on a crew invoice. An owner or admin switches RCT on in Settings > Features.