How do I send reminders, record a payment, or void an invoice?

After you send an invoice, its page shows the balance, the payments, and the activity. From there you send reminders, record payments made outside Visualist, and change what’s owed.

Before you start

Open the invoice: open Business Center from the rail, select Invoices, and open it. The tabs Sent, Partially paid, Overdue, and Paid help you find it.

Send reminders

Reminder emails go out on their own once an invoice is sent, for each payment until it’s paid. On the invoice’s page, Reminders shows the next reminder date. Turn the switch off to stop them for this invoice.

To change when reminders go out for new invoices, open Invoice settings and change Reminder emails under Defaults.

To send the invoice email again, select Resend.

Record a payment made outside Visualist

When a client pays you by cash, check, or bank transfer:

1. Start recording. Select Record a payment.
2. Enter the payment. Enter the amount, Paid on, and the Method (Cash, Check, Bank transfer, or Other). Add a reference if you like, such as a check number.
3. Save. Select Record with the amount.

The payment counts toward the invoice, and the hint shows which payments in a plan it covers.

Reduce what’s owed with a credit note

1. Open the credit note. Select More, then Credit note, or select Credit note under Change this invoice.
2. Choose the line and amount. Choose Which line and how much to take off.
3. Say why. Choose a reason under Why, such as Scope changed or Billed twice, and add a Note on the credit note if you like.
4. Issue it. Select Issue credit note.

A credit note reduces only what’s still owed.

Bill for extra work

Select More, then Add-on invoice. A new draft opens for the same client, currency, and Hub. Add the extra items and send it like any invoice.

Void an invoice

1. Start. Select More, then Void invoice.
2. Confirm. Select Void invoice.

Your client can no longer pay it, and their pay link shows it as canceled. Voiding can’t be undone.

If something goes wrong

• Void invoice isn’t there. Only an invoice with nothing paid on it can be voided. Issue a Credit note instead.
• Credit note isn’t there. The invoice is paid in full, so nothing is owed.
• You see Couldn't record the payment. Try again. Check the amount isn’t more than what’s left, then try again.

For how team members work with invoices, see What can team members do with invoices?