Plan: Mark paid, pause/resume, Raise a dispute, and notes are on every plan including trial (Starter). Record a promise and Record settlement are Pro and above. Offer Payment Plan appears only when payment plans are available. Archive invoice and payment Reverse are Admin only.
Invoice detail is where you decide one bill. The header shows the company, reference, outstanding amount, age, and the status badge from the same map as the list.
Before you start
- Open a row from Invoices or from the customer’s Invoices tab.
- You remain the creditor. Nothing here files a court claim or transfers the debt.
Work the header
- Click Mark paid. Enter Amount (leave empty for the full balance) and Date paid (today or earlier), then Record payment.
- If the invoice is chasing, click Pause chasing. If it is paused or part-paid, the same control reads Resume chasing.
- On Pro+, click Record a promise or Edit promise. On an open promise use Cancel promise. After the date, use Acknowledge or Acknowledge & resume.
- If payment plans are available: Offer Payment Plan, View Payment Plan, or Open Plan.
- Click Raise a dispute, or Close dispute when one is already open.
- On Pro+ with settlements enabled: Record settlement, then Record Settlement to save — or Accept Settlement if a proposal is on file.
- Open the cog Invoice settings for Copy payment link (only when a real portal URL exists) and, if you are an Admin, Archive invoice.
Approvals and part payment
- When a draft is actually queued you see Waiting for your approval — {tone} reminder, then Approve & send or Don't send (or Open on Activity →). Firm and Final always wait for a person.
- A part payment shows Chasing paused — part payment and the remainder stays owed until you resume.
Timeline, notes, and payment link
- Everything on this invoice is the audit trail. Admins can click Reverse on a payment line to undo a mistaken mark-paid. There is no ten-second undo toast.
- Notes: Private notes — never sent to the customer. Press Enter to save.
- The side Payment link card copies this invoice’s link when one exists, or says No payment link for this invoice yet. Use Preview what the customer sees → to open the portal preview. Copying a link does not mark the invoice paid.
- View customer → opens the company record.
Expected result
A full payment stops chasing and the badge becomes Paid. A part payment pauses chasing (Part paid · paused). A dispute stops chasing immediately. A promise pauses until the date. A settlement records as Settled, not Paid — the write-off is never counted as recovered.
If something looks wrong
- No promise or settlement button — you are below Pro, settlements are switched off, or the invoice is already money-terminal.
- No pause button — the invoice is not in a state that can pause or resume (for example disputed or paid).
- No archive — you are not an Admin.
- No payment Reverse — only Admins see it, and only on unreversed payment rows.
What this does not do
- These actions do not push a full credit note into Xero/QBO/Sage unless a live connector later says so.
- Private notes are not included in customer emails.
- There is no on-page form to reverse a settlement. Do not look for one.