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Payment registrations

Payment registration that reconciles itself

Still juggling spreadsheets, paper receipts and bank statements to work out your real cash position? Register payments where your invoices already live, match them to the bank automatically, and always know what is actually paid.

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Payments registered against an Invoice Office invoice, showing a part payment and a final payment and the invoice settling to nil outstanding

Everything on the payment

Manual payment tracking, gone

Tracking payments by hand is slow and error-prone, and the cost is not just the time — it is not knowing where you stand. Registering them in the same system fixes both.

Amounts copied from the document
Register a payment against an invoice or a purchase and the amounts are copied in from the document itself, so the figure you record is the figure that was actually billed.
Attachments and notes
Attach a receipt or a remittance advice to the registered payment, and use the description field for anything the next person will need to know.
Tell the customer or supplier
Email the customer or the supplier to confirm the payment has been made and registered, so a chase does not arrive the day after the money went out.
Record how it was paid
Transfer, cash, card payment, iDeal, PayPal, automatic collection, a deposit or a credit note — the payment method is on the record, and on the list, so a query about how something settled has an answer.
Automatic matching
Bank transaction lines are matched automatically against your invoices and purchase documents, so the lines that need a person are the only ones you open.
Paid, partly paid, and the status follows
Register a payment and the system works out whether the document is settled in full, partly paid or overpaid, then updates that document’s account status to match. No second step.

The payments list

Every payment, in one place

Individual registrations roll up into a list of their own — one for what customers have paid you, one for what you have paid suppliers. It is where you go to answer who paid, when, how, and how long they took about it.

Send payment reminders on what is still open

  • Every payment in one list

    Sales payments and purchase payments each have their own screen, showing the document, the customer, the amount, the date, the method and the bank statement the money came in on.

  • DSO on the record

    Days sales outstanding is a column, not a calculation you do afterwards. You can see how long each invoice actually took to get paid, and by whom.

  • Choose your columns

    Add or drop columns — document date, label, who created or last changed the record — and save the arrangement, so the list opens showing what you care about.

  • Export or open the journal

    Export the list to PDF, Excel or CSV with the columns you picked, or open the journal data behind any single payment when the bookkeeping is what you are checking.

What you gain

Know your real cash position

Integrated payment registration is not really about recording payments. It is about trusting the numbers in your system enough to make decisions on them.

Explore every feature

  • Reconciliation without the data entry

    Matching payments to invoices, purchases and bank statements happens automatically, so reconciliation becomes a review of what did not match instead of a line-by-line comparison.

  • Lower Days Sales Outstanding

    When you know instantly what is unpaid, you follow up faster. Following up faster is the whole mechanism by which DSO comes down.

  • Audit-ready paper trail

    A clear, automated record of what was paid, when, and against which bank statement makes tax time and financial reviews substantially less painful.

  • Numbers you can trust

    When payments are registered immediately and accurately, you close the gap between an invoice being paid and knowing you can spend the money.

How it works

From payment received to books closed

  1. Step 1Register the payment

    Record the payment against the invoice or purchase. The amounts come from the document, and you can add an attachment or a note while you are there.

  2. Step 2Match it to the bank

    Import your bank statement or connect the account directly, and let the transaction lines be matched to the documents they belong to.

  3. Step 3See where you stand

    The document status updates to paid or partly paid, and your reports show who pays well and which accounts are still outstanding.

Payment registration questions, answered

What is payment registration?
Payment registration is recording, inside the same system that holds your invoices and purchases, that a payment has actually been made. Doing it there rather than in a spreadsheet is what closes the gap between an invoice being paid and you knowing the money is yours to spend.
Do I have to type in the amount?
No. The amounts are copied in automatically from the document you are registering the payment against, so the payment matches what was billed without anyone re-keying a figure.
Can I attach a receipt or add notes to a payment?
Yes. You can add an attachment to the registered payment — a receipt or remittance advice, for example — and use the description field for notes. You can also email the customer or supplier to confirm the payment has been registered.
How does bank reconciliation work?
You can either import your bank statement or connect your bank account through Ponto, so transactions are fetched for you on a schedule. Either way the bank transaction lines are matched automatically against your invoices and purchase documents, so reconciliation becomes a review rather than a data-entry job.
What happens if a customer only pays part of an invoice?
When a payment is registered the system calculates whether the amount settles the document in full or in part, and updates the related document’s account status accordingly — partly paid, paid, or overpaid where someone sent too much. You can see at a glance whether an invoice is settled or still has payments pending.
Can I see which bank statement a payment came from?
Yes. A registered payment shows which bank account statement it is connected to, and the bank statement is a column on the payments list, which is what makes the trail auditable rather than just a number in a field.
Which payment methods can I record?
Transfer, cash, card payment and creditcard, iDeal, PayPal, automatic collection, deposit, private, and settlement by credit note. The method is stored on the payment and shown on the list, so how something settled is part of the record.
Can I see how long customers take to pay?
Yes. Days sales outstanding is a column on the payments list, so you can see how long each invoice actually took to settle and which customers are consistently slow, without working it out yourself.
Can I get the payments out of the system?
Yes. The payments list exports to PDF, Excel or CSV, using the columns you have chosen, and any individual payment can be opened, modified, previewed, or traced through to its journal data.

More answers in our FAQ and help center.

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