Sometimes a customer only pays part of an invoice. In that case, you can manually register the (partial) payment in Simplicate. This registration provides you or your colleagues with the information needed to determine the appropriate next step: whether or not to send a payment reminder.

If you don’t have an integration with an accounting package, you can manually register payments in Simplicate. Do you have an accounting integration with Simplicate? Then the payment registration will be updated automatically in Simplicate as soon as an invoice is marked as paid in the accounting package. If the partial payment is not automatically registered in Simplicate, you can manually register the partial payment if desired. Here’s how:

1. Go to the Invoices module: Invoices > Outstanding invoices;

2. Open the 'Customer - project' for which you want to register a (partial) payment;

3. Click on 'More' > 'Record payment'. If an accounting integration is active, Simplicate will ask you to confirm if you want to proceed. Paid invoices are automatically marked as paid in Simplicate when they are reconciled in the accounting package;

4. The following screen will then be displayed:

In the 'Amount' field, you’ll see the total of the outstanding invoice. You can adjust this as needed to indicate the portion that should be registered. Additionally, it is possible to modify the payment date and add a note;

5. Once everything is filled in correctly, click on 'Record payment'.

The (partial) payment is now registered. If you have registered the full amount as paid, the invoice will disappear from the 'Outstanding invoices' overview. You can now find it under 'All invoices'.
If you registered a partial payment, the invoice will remain visible in 'Outstanding invoices'. In the 'Outstanding (incl.)' column, you’ll be able to see whether a partial payment has been registered:

Not using an accounting integration? Then you can manually register payments collectively in Simplicate. Here’s how:

1. Go to the Invoices module: Invoicing > 'Outstanding invoices';

2. Select the invoices for which you want to register a payment by checking the grey checkbox on the left side of each row. You can also select all invoices at once by checking the top checkbox;

3. Then choose 'Actions' and 'Set invoices to paid'.

Note: Be cautious when manually registering full payments if you are using an accounting integration. In that case, payments are registered automatically. Payments from the accounting package are synced to Simplicate once per night.

Are you planning to send invoice reminders? Then click once on 'Options' in the top right corner of the 'Outstanding invoices' overview and choose 'Update payments'. This ensures that the invoices shown have the most up-to-date payment status, preventing unnecessary reminders from being sent.

Via 'Update payments', you can fetch payment data from your accounting package every two hours.