How to Record a Manual Payment on a PhotoBiz Invoice

Overview

If a client pays an invoice outside of PhotoBiz, you can manually record that payment to keep your invoice balance and payment history accurate. This is useful for payments received through cash, check, Venmo, Zelle, Clover, an external card terminal, or another payment method not processed through PhotoBiz.

You can record a full payment or a partial payment, provided the invoice allows partial payments. This guide explains how to record a manual payment, track the remaining invoice balance, and correct an incorrectly recorded payment.

Important: Recording a manual payment does not charge your client or transfer money through PhotoBiz. Only record a payment after you have received the funds.

Manual Payment vs. Offline Payment

Manually recording a payment on an invoice is different from the Offline Payment option available in PhotoBiz merchant settings.

The Offline Payment merchant option is available for ECommerce and Client Gallery orders. It does not apply to Invoices or Form payments.

For invoices, you can manually record a payment you have already received outside of PhotoBiz. The payment is added to the invoice history and reduces the outstanding balance, but PhotoBiz does not process or verify the external transaction.

STEP ONE

This opens your Quotes & Invoices Dashboard, where you can review and manage your client quotes and invoices.

STEP TWO

Click INVOICES at the top of the Quotes & Invoices Dashboard.

This opens your invoice list, where you can review invoices you have created and sent to clients.

STEP THREE

Find the invoice where you want to record the payment and click its Invoice Number in the invoice list.

This opens the invoice details, where you can review the client information, invoice total, and outstanding balance before recording the payment.

STEP FOUR

Click PAYMENTS in the upper-right corner of the invoice.

This opens the Payments panel on the right side of your screen. Here, you can review the TOTAL PAID and BALANCE DUE for the invoice, along with any previously recorded payments.

Click NEW PAYMENT to record a payment you received outside of PhotoBiz.

STEP FIVE

Enter the amount you received in the AMOUNT field.

Use the REFERENCE field to record how the payment was received, such as cash, check, Venmo, Zelle, or another external payment method. You can also include the payment date, check number, or transaction reference to help identify the payment later.

If Allow Partial Payments is enabled on the invoice, you can record an amount less than or equal to the outstanding balance. If partial payments are disabled, the amount must equal the full remaining balance.

Manual payments cannot exceed the outstanding balance. PhotoBiz displays an error message if you enter more than the amount due.

For instructions on enabling partial payments, see How to Allow Partial Payments on a PhotoBiz Invoice.

FINAL STEP

Click SAVE CHANGES to record the payment on the invoice.

PhotoBiz will display a confirmation that the payment was added and apply the amount toward the outstanding invoice balance.

If the payment covers the full remaining balance, the invoice will show a Paid status. If the payment covers only part of the balance, the remaining amount will still be due.

Your client will automatically receive an email confirming the recorded payment, along with a link to view their receipt.

CONFIRMATION & RECEIPT

You'll see a confirmation that the payment has been added to the invoice.
The invoice will now show a Paid status.
Your client will automatically receive a receipt for the offline payment.

They can access the receipt at any time through the link in their invoice email.

What Your Clients See

When you manually record a payment on a PhotoBiz invoice, the payment is reflected on the client-facing invoice. Your client can see the amount received and any remaining balance.

For partial payments, the invoice displays:

Previous Payments: Payments already applied to the invoice, including the order number, payment date, and amount.
Current Balance: The remaining amount your client owes after the payment is applied.
Due Date: The due date for the remaining balance.

Example: If you send a $1,000 invoice and receive a $100 cash payment, you can manually record the $100 payment in PhotoBiz. Your client's invoice will display the $100 under Previous Payments and show a Current Balance of $900.

If you record a payment covering the full outstanding balance, the invoice will reflect that it has been paid.

Your client does not need to submit a manually recorded payment again through PhotoBiz.

Payment Confirmation Emails and Receipts

Your client will also receive an email confirming the payment, along with a link to view their receipt.

Receipt links are valid for seven days. If your client needs to access the receipt after the link expires, you can manually resend the receipt from your PhotoBiz dashboard. This provides your client with a new receipt link valid for another seven days.

For complete instructions, see How to Resend an Order Receipt.

Recording Payments from Multiple Sources

You can use manual payments to track invoices paid through more than one payment method, provided partial payments are enabled.

For example, if your client pays a $200 deposit online through PhotoBiz and later gives you $300 in cash, you can manually record the $300 cash payment.

PhotoBiz applies the manually recorded payment alongside the previous payment and updates the remaining invoice balance.

Only manually record amounts received outside PhotoBiz. Payments successfully processed through your connected PhotoBiz payment provider are recorded automatically.

Correcting an Incorrect or Duplicate Payment

If you accidentally record the wrong amount or enter the same payment more than once, you can void the incorrect payment through its order's payment status.

Voiding the payment removes its effect on the invoice's paid balance and updates the outstanding amount due.

This allows you to correct your invoice records without creating an additional payment to offset the mistake.

For instructions on managing payment statuses, see How to Manually Update an Order's Payment Status in PhotoBiz.

Helpful Notes

Payment Date: PhotoBiz automatically assigns the Paid On date when you record the payment. This date cannot be edited. If you received the money on an earlier date, include that date in the REFERENCE field.
Payment History: You can review recorded payments, order numbers, payment statuses, dates, and references through the invoice's PAYMENTS panel. See How to View Payments on an Invoice.
External Payment Records: Keep your records from Venmo, Zelle, Clover, your bank, or another outside payment provider. PhotoBiz does not independently verify manually recorded payments.
Refunds: If you need to refund a payment received outside PhotoBiz, you must return the funds through the external provider or another method arranged with your client. Recording a manual payment does not create a PhotoBiz-processed transaction that can be refunded through the invoice.

Troubleshooting & FAQS

Why can't I record a partial payment?

The invoice must have Allow Partial Payments enabled to accept a manually recorded amount less than the outstanding balance.

If partial payments are disabled, PhotoBiz requires the manual payment to equal the remaining invoice balance.

Why am I getting an error when entering the payment amount?

PhotoBiz does not allow manual payments greater than the outstanding invoice balance.

If you enter too much, PhotoBiz displays an error message indicating that the payment cannot exceed the balance due.

Check the outstanding balance and enter an amount that meets the invoice's payment settings.

What if I accidentally record the same payment twice?

You can void the incorrect or duplicate payment through its order's payment status. Voiding the payment corrects the invoice's outstanding balance.

Does recording a manual payment charge my client?

No. Recording a manual payment only updates your invoice records. PhotoBiz does not charge your client or collect funds when you add a manual payment.

Can I record a payment received through Venmo, Zelle, or another payment app?

Yes. Once you confirm that you have received the money, you can manually record the payment on the invoice.

Use the REFERENCE field to document how and when the payment was received.

Related Guides

NEED HELP?

Our Passionate Support Team Is Here for You.

Have questions or need a hand? Our team is happy to walk you through the steps and help you get the most out of your PhotoBiz account.

Monday to Friday, 9am to 6pm EST
866.463.7620
Phone, Live Chat & Support Ticket

CONTACT SUPPORT

Previous Post Next Post

How Do I Set Up A New Merchant?

September 11, 2026

How Do I Create A New Tax Line?

September 2, 2026

How Do I Update a Payment Status for an Order?

October 27, 2026

How To Print An Invoice

April 24, 2026

How to Add a Payment to an Invoice