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Recording payments ​

When a client pays you (by cheque, wire transfer, cash, or any offline method), you record the payment manually in CaseFlow to mark the invoice as paid.

Recording a payment against an invoice ​

Open the invoice and click on the Payment button. img_5.png

Fill in:

  • Amount Received: How much was paid. Defaults to the balance due.
  • Payment Date: When the payment was received.
  • Payment mode: Select the method (e.g. Cheque, Bank Transfer, Cash). These are configured in Setup > Finance > Payment Modes.
  • Transaction ID: Optional bank/cheque/transaction reference.
  • Note: Optional free-text note. img_6.png

If you select a Trust/IOLTA payment mode, an extra dropdown appears for choosing which client trust account to draw from. CaseFlow will not allow the form to submit until a trust account is picked. A Trust/IOLTA payment is a withdrawal from the client's trust funds, so it needs permission to create trust entries as well as payments, and it cannot be more than the invoice still owes. img_7.png

Click Save. The payment is recorded and the invoice status updates:

  • If the amount covers the full balance: status becomes Paid
  • If the amount is less than the balance: status becomes Partially Paid

Partial payments ​

Clients can pay in instalments. Each payment is recorded separately. The invoice shows a payment history with dates and amounts, and the remaining balance updates after each one.

Viewing all payments ​

Go to Billing > Client Payments in the sidebar to see every payment across all invoices. This list shows:

  • Payment number
  • Invoice number
  • Client
  • Amount
  • Payment mode
  • Date

img_8.png

Use the filters to search by client, date range, or payment method.

Payment receipts ​

After recording a payment, you can send a receipt to the client. Open the payment record and click the envelope icon at the top right. CaseFlow emails a confirmation with the amount, date, and invoice reference. If Attach invoice to payment receipt email is enabled in settings, the original invoice PDF is attached too.

The same toolbar offers View PDF, Download PDF, and Print of the payment receipt itself. img_9.png

Deleting a payment ​

If you recorded a payment by mistake, open the payment record and click Delete. The invoice balance recalculates. This does not reverse any actual bank transaction; it only removes the record from CaseFlow.

A Trust/IOLTA payment cannot be deleted or edited here, because the trust ledger holds it. To undo one, a firm administrator reverses the trust disbursement that made it: see Reversing an entry. The reversal removes the payment, and the invoice owes the amount again. img_10.png

Online payments ​

If you have Stripe configured (Growth plan and above), clients can pay directly from the invoice link. Those payments are recorded automatically. See Online payments for setup details.