Record Invoice Payments And Void Invoices

Payment tracking in GridGap is a status record for the invoice. It is not an online payment collection system and it is not a full accounting ledger.

Record a payment

Open an issued, part-paid, or overdue invoice with a balance due. Click Mark Paid. The dialog suggests the remaining balance. Leave that value in place to clear the invoice, or enter a smaller payment amount to record a partial payment.

GridGap rejects payment amounts that exceed the outstanding balance. After the payment is saved, it recalculates amount paid, balance due, and status.

Understand the payment states

A full payment moves the invoice to paid. A smaller payment moves it to part paid if the due date has not passed. If a balance remains after the due date, the invoice can show as overdue.

Draft invoices cannot record payment from the detail page. Issue the invoice first if it is ready to become a customer document.

Create another invoice from the same quote

Invoice detail pages can offer related invoice actions when the invoice has a source quote. Use these actions when you need another full, deposit, or balance invoice draft from the same accepted quote snapshot.

Availability still depends on the accepted quote totals. A deposit invoice needs a deposit amount. A balance invoice needs a remaining balance.

Void an invoice

Use Void for issued, part-paid, or overdue invoices that should no longer be treated as active payable invoices. Voiding keeps the record, but stops the invoice from behaving like an open amount to collect.

What GridGap does not do

GridGap records invoice payment status inside the app. It does not collect card or bank payments, reconcile against a bank feed, post to accounting software, or decide whether money has actually cleared.