Record a payment

Record an amount, date and reference against a batch, and attach evidence.

Last updated · 3 July 2026

When money comes in against a plan-managed or self-managed invoice, you record it here so the batch’s outstanding balance drops and, once the invoice is settled, its status moves to Paid. You can also attach the remittance advice or receipt as evidence. For NDIA batches you reconcile the bulk claim instead: see Reconcile NDIA claim results.

The Record payment drawer for a batch, with Amount pre-filled to the outstanding balance, a Date field defaulting to today, Reference and Notes fields, a Payment evidence dropzone, and a Record payment button. — 1 Amount is pre-filled with the outstanding balance; lower it for a partial payment.
2 Date defaults to today.
3 Attach remittance advice or a receipt, up to 10 MB per file.
4 Record payment saves it and drops the batch outstanding balance.

Open the Record payment drawer

Go to Finance ›Payments , find the batch in the Invoice batches table, and select the Payment evidence (paperclip) icon in the Action column. The Record payment drawer opens.

Choose the record type

At the top of the drawer, Record type defaults to Payment. Leave it as Payment for cash that has actually landed in your bank account. Switch it to Recovery for a debt the NDIA netted from the remittance instead of paying it, for example an overpayment from an earlier claim. A note explains: “A debt the NDIA netted from this remittance. It discharges the invoice without cash being received; enter the recovered amount as a positive number.”

Enter the payment

The amount is pre-filled with the batch’s outstanding balance, and the date defaults to today. Adjust them as needed.

Field	Required	Notes
Record type	Yes	Payment (cash received) or Recovery (an NDIA debt netted from the remittance). Defaults to Payment.
Amount	Yes	Pre-filled with the outstanding balance. Must be greater than 0, and cannot exceed the batch’s current outstanding balance.
Date	Yes	Defaults to today.
Reference	No	For example the EFT or remittance number.
Notes	No	Free text.
Payment evidence	No	Attach remittance advice or receipts. Up to 10 MB per file. Any existing evidence is listed below the field.

Save the payment

Select Record payment (the button reads Record recovery when Record type is set to Recovery). The entry is added to Payment history with a recovery tag if it is a recovery, and the batch’s Outstanding drops by that amount. A toast confirms Payment recorded. or Recovery recorded. If the amount covers the full outstanding balance, the batch flips to Paid.

Partial payments

There is no partially paid status. A payment for less than the outstanding balance reduces Outstanding and appears in Payment history, but the batch stays Finalised (or Draft) until it is paid in full. Record further payments and recoveries the same way until the balance reaches zero and the batch becomes Paid.

Attaching evidence to a settled batch

If a batch is already paid or void, the money fields are locked but you can still open the same drawer to attach files. The submit button reads Upload evidence, and saving shows Evidence uploaded.

Watch out

Recorded payments and recoveries are permanent. They cannot be edited, reduced or deleted in the app, and once any payment exists the batch can no longer be voided. Check the Record type, Amount and Date before you save.

Note

A few checks run before a payment saves: the amount must be greater than zero (Payment amount must be greater than 0.), it cannot exceed the outstanding balance (Amount exceeds the outstanding balance (…) by (…). Record up to the outstanding amount and query the remainder with the payer.), and a date is required (Choose a payment date.).