Workflows / Billenta
Know what was paid and what still needs following up.
An invoice total is not the same as money received. Billenta connects recorded payments to the relevant document so you can follow the balance, handle partial payments and focus on the customers who still owe you.
Record money against the right invoice
Select the invoice and enter the payment details after confirming the money was received. Check the amount, date and reference against your bank or payment-provider record. Sending a document or sending a reminder does not establish that a customer paid. A clear reference makes the record easier to investigate later.
Handle part payments without losing the balance
When a customer pays in stages, record each payment against the same invoice. Review the remaining balance before asking for more money. Keep an eye on the currency: a USD payment and a balance in another currency are not interchangeable numbers. Billenta groups financial views by currency so you can review like with like.
Make follow-up part of the workflow
Use the document list and dashboard to identify outstanding and overdue invoices. Check the payment history before following up, especially if money arrived outside the app. Where reminders are configured, review their recipients and settings so a correct balance produces a useful reminder rather than an unnecessary message.
Correct mistakes with a traceable process
If a payment was entered incorrectly, use the correction or reversal action available to your role rather than pretending it never happened. Permissions and enabled payment workflows determine the available actions. Review the updated balance after a correction. Payment tracking helps you keep records; it does not guarantee collection or replace checking your bank account.
Before you finish
- The payment belongs to the selected invoice
- Amount and currency match the received money
- Date and reference are recorded
- The remaining balance is checked before follow-up
Does recording a payment move money?
Recording a payment documents a transaction. It is distinct from charging a customer or initiating a bank transfer. Only mark money as received after confirming it through the relevant payment channel.