Mark an invoice as paid

Overview

Once you receive payment for an invoice from outside an integrated payment provider — for example a bank transfer, cash, or a manual card payment — record it against the invoice using Mark as Paid. This updates the invoice status, clears it from outstanding-invoice lists, and stops payment reminders going out.

Who This Workflow Is For

This workflow applies to Admin, Business Owner, Finance, Sole Trader, and Supervisor.

Before You Start

• Mark as Paid is only available when Xero is NOT connected. If your business is connected to Xero, payment is recorded in Xero and the status syncs back to MyApprentice — see Push an invoice to Xero. With Stripe connected (and no Xero), a card payment records the invoice as Paid automatically; Mark as Paid stays available for payments made by other means.
• The invoice must be in a status that accepts a payment record — typically Sent or Overdue.
• Have the payment date, amount, and the payment method (bank transfer, cash, credit card outside Stripe, etc.) ready.

Step-by-Step Process

1. Open Invoices (or Quotes and Invoices) from the sidebar.
2. Find the invoice — filter by Sent or Overdue if you have many, or search by invoice number or client.
3. Reach Mark as paid in either of two ways:
   • From the invoice list — on the invoice row, select the three-dot menu next to the amount. The dropdown includes Mark as paid (and a per-invoice CSV export option).
   • From inside the invoice — open the invoice and select Mark as Paid (or the equivalent payment-record action on the invoice).
4. Record the payment details:
   • Payment date — when payment was received.
   • Payment amount — full amount or partial where supported.
   • Payment method — bank transfer, cash, credit card (outside integrated payment provider), or other.
   • Reference — for example a bank transaction reference.
5. Confirm. The invoice status updates to Paid and the invoice drops out of outstanding-invoice lists.

What Happens Next

The invoice is closed off. Reminders for the outstanding amount stop. If you have Xero connected, the paid status syncs to Xero on the next push or sync cycle — see Review Xero sync and resolve errors. Document History captures the payment event and the user who recorded it.

If you marked the invoice paid in error, edit the payment record on the invoice to remove or correct it. Significant rule detail on cancelling, voiding, or deleting an invoice — including a paid one — is still being confirmed with the product owner and will be added once resolved.

Common Issues

• Cannot find Mark as Paid. Confirm the invoice status — draft invoices need to be sent first. Mark as Paid is hidden whenever Xero is connected (payment is reconciled in Xero). Stripe does not hide it — a Stripe card payment simply records the invoice as Paid for you.
• Partial payment. Where partial payment recording is supported, enter the partial amount. The invoice may stay in Outstanding with a reduced balance until the remaining amount is recorded.
• Wrong payment recorded. Open the invoice and edit the payment record. If the invoice has already synced to Xero, fix the payment in MyApprentice and resync, or correct the entry in Xero — see Review Xero sync and resolve errors.
• Reminders still going out. Confirm the invoice status now reads Paid. Save the change and refresh the Invoices list.

Related Guides

• Create an invoice
• Edit and send an invoice
• Push an invoice to Xero
• Review Xero sync and resolve errors
• Set quote validity and reminder defaults