How to take a payment on an existing invoice in Fitnexa
Record a full or part payment on an unpaid invoice, or mark it as paid. Explains why staff need Manage billing to see these buttons, and what to do instead.
When a member comes back to pay a balance, you record it on the invoice they already have. The two buttons that do this — Record payment and Mark as paid — need the Manage billing permission, which staff don't have by default.
If you don't see them, you have two options: ask a manager to record it, or ask your admin to give your role Manage billing. For payments taken at the same time as billing, use Record a payment while creating the invoice — that works without Manage billing.
Step by step
Open the invoice
Go to More › Finance › Invoices, click the PENDING chip to list every invoice that still has money owed, and click Open → on the member's invoice.
- ALL
- PENDING (select this tab)
- DRAFT
- SENT
- PAID
- PARTIAL
- OVERDUE
- VOID
Click Record payment for part or all of the balance
The form shows Balance due ₹4,850. Enter the Amount, choose the Method, check the Date, add a Note (optional), and click Record payment.
If there's still money owing, tick Remind me to collect the balance to get a reminder.
Or click Mark as paid to settle the whole balance
Mark invoice as paid settles the entire remaining balance in one step. Choose How was it paid?, add a Note (optional) and click Mark as paid. Made a mistake? Unmark paid reverses it.
If something goes wrong
- I don't see Record payment or Mark as paid
- Your role doesn't have Manage billing. Ask a manager to record the payment, or ask your admin for the permission.
- Enter a valid amount
- Type a number greater than zero.
- Amount exceeds the balance due (…)
- Enter the balance due or less. Overpayments can't be recorded.
- I don't see Refund
- Refunds need the Issue refunds permission. Ask your manager or admin.
Common questions
What's the difference between Record payment and Mark as paid?
Record payment records a specific amount, so it suits part payments. Mark as paid settles whatever is left in one go.
Can I take a payment without Manage billing?
Yes, when you create a new invoice — tick Record a payment and enter the amount. Payments on existing invoices need Manage billing.