This guide starts once an invoice is out. To create and send one, see Invoices and payments received.
When the client says they paid
In the portal or on the proposal link, the client taps I've paid, says the day and how they paid, and can attach the receipt. Nothing is marked paid yet: you confirm when the money arrives.
- The notice shows on Home under Needs you and at the top of Payments (A client says they paid). It is also on the invoice.
- See receipt opens the file the client sent.
- The money is in your account: click Confirm received. gridOS records the payment with the day and method the client gave.
- It hasn't arrived: click Not received. The client sees in the portal that the studio hasn't received it yet, and can tell you again.
If the client taps I've paid several times in a row, you get one notice, not several. A wrong click can be undone from the message that appears. People with the viewer role see the notice, but not the buttons.
When the client pays more: credit
In Record payment, if the amount is more than what is still open, gridOS says how much is over. You can record just the balance, or keep the extra: a box, ticked by default, keeps it as credit for that client.
- The client's panel then shows Credit available with the amount.
- On any open invoice of that client, Use credit takes the credit off that invoice.
The client statement
In a client's panel, under Money, the Statement tab lists the invoices and payments of a period: the previous balance, what was billed, what was received and the Open balance.
- Pick the period, or type the From and To dates.
- Print or Download PDF to send it to the client. It comes out in the language you set for that client's invoices.
- Remind all open sends one reminder e-mail per open invoice to the client's finance contact (or the client's e-mail). Invoices with reminders paused are left out.
Instalment and recurring series
An invoice split into Installments, or set as a Recurring retainer, makes the first invoice now and schedules the others. A scheduled invoice doesn't count as owed and gets its number on its issue date.
- To change the amount of the ones still to come, open an invoice of the series and choose ⋯ › Edit upcoming invoices. Invoices already issued stay as they are.
- Stop series, in the same menu, sends the scheduled invoices to the trash. Invoices already issued stay.
- To send a scheduled invoice before its date, open it and click Issue now.
- With Asaas, a series can be charged automatically every month: see Pix, boleto and card with Asaas.
Other currencies
- Each client has a Preferred currency, and their invoices start in it.
- Money totals are shown in the studio's Reporting currency (see Studio settings). Payments in other currencies are converted at the day's exchange rate.
- When you record a payment in another currency, Received in asks how much reached your account in the reporting currency. It's filled in at today's rate; change it to what really arrived.
- If a currency has no exchange rate at the moment, the total says what was left out.