When money lands — or you agree to close a balance for less than face — update the invoice so chasing stops cleanly. Marking paid records money. A settlement records an agreed amount plus a write-off. Those are different outcomes.
Before you start
- PayBlah does not hold customer funds. This page updates your register. A payment link only copies a URL to an established provider.
- Write-offs are never counted as recovered.
Mark paid
- Open the invoice.
- Click Mark paid.
- Enter Amount (leave empty for the full balance) and Date paid (today or earlier).
- Click Record payment.
A full payment stops chasing and the badge becomes Paid. A smaller amount records the payment and pauses chasing (Part paid · paused) until you Resume chasing. There is no ten-second undo. An Admin reverses a mistake from the timeline: click Reverse on that payment row (the row stays; it is stamped reversed).
On the Invoices list you can also bulk Mark paid — every selected invoice is paid in full today, all-or-nothing. Already-settled or zero-balance rows refuse the whole batch.
Re-import does not update paid
A CSV or XLSX import that repeats an invoice number already on that customer is skipped as a duplicate. It does not mark the existing invoice paid, change the balance, or rewrite status. Record the payment here (or wait for a live connector, when one is connected, to post its own payment events).
Record a settlement (Pro+)
- On a Pro (or higher) workspace with settlements enabled, open the invoice and click Record settlement.
- Enter Agreed amount, optional Written off (blank means face − agreed), Who agreed, and Reason.
- Click Record Settlement. If a proposal is already on file, click Accept Settlement instead.
Agreed + written off must equal face (or the remaining balance after part payments). The invoice becomes Settled, not Paid. Recovered totals count money paid against the agreed amount only. There is no separate all-plan write-off button. There is no on-page control to reverse a settlement.
Expected result
Chasing stops on a fully paid or fully settled invoice. Dashboard Overdue payments recorded updates for recorded payments. Write-off amounts do not inflate that figure.
If something looks wrong
- Already settled or a future date — correct the amount/date and try again.
- No settlement button — you are below Pro, the setting is off, the invoice is already terminal, or the balance is zero.
- A re-import “did not mark it paid” — that is expected. Use Mark paid.
- No Reverse — ask an Admin.
What this does not do
- These actions do not claim to push a full accounting credit note. Keep Xero/QBO/Sage aligned in your normal process until a launch-ready connector says otherwise.
- They do not send a thank-you email unless a workflow step exists for that event.
- They do not replace bank reconciliation.
- They do not make PayBlah a collector of the debt.