Use this workflow when a customer pays an invoice outside Stripe: cash, cheque, Interac, debit, bank transfer, or another manual method. Card and pre-authorized debit payments update automatically when Stripe confirms the payment; you do not need to mark them manually.
Recording the payment in Stortech keeps the customer's balance accurate, prevents unnecessary reminders, limits accidental late fees, and leaves a trace in the invoice activity.
Video
This video shows how to open an open or overdue invoice, change its status, choose the offline payment method, and verify that the invoice is marked as paid.
Before you start
Before changing an invoice status, verify that the payment was actually received, that you are on the correct invoice, that the customer and unit match the payment received, that the amount received covers the full invoice or only part of it, and that the selected payment method matches your internal records.
Do not mark an invoice as paid just to stop reminders if the money has not been received. Use Void or Uncollectible only when that is the real status you want.
Record the payment
Step 1.
From the left menu, open Invoices, then use the Open or Overdue tabs to find the invoice that needs collection. Open it and compare the customer, amount, and due date against the payment received.
Step 2.
On the invoice record, open the ••• (More actions) menu and choose Update status. The Send reminder and Charge customer buttons stay visible next to it: the first sends a payment reminder, the second attempts payment through the method saved in Stripe. For a payment received by cash, cheque, Interac, debit, or transfer, use Update status.
Open the invoice, then More actions → Update status.
Step 3.
In the Change invoice status dialog, choose Paid if the full amount was received, or Partially paid if only part of the amount was received (an amount field then appears, capped at the remaining balance). Voided is for an invoice created by mistake, Uncollectible is for when you no longer expect to collect the payment.
For Paid or Partially paid, choose the payment method next: Cash, Cheque, Interac, Bank transfer, or Other. Add an internal note if it helps your team trace the payment.
The dialog has no date field: the status applies as of today. Choose the status, then the actual method the customer used to pay outside Stripe.
Step 4.
Click Update status to confirm.
Verify after the update
After confirming, the invoice shows a Paid (or Partially paid) badge, and recent activity shows the applied payment along with the status change. The Send receipt and Mark as refunded actions then become available.
Once the invoice is paid, recent activity shows the payment trace and receipt actions become available.
If the invoice is linked to a rental, also check the rental record if the payment should restore access, settle an overdue invoice, or avoid a late fee.
Cases to distinguish
Full payment
Use Paid when the full amount was received outside Stripe. Stortech closes the invoice and keeps the payment trace in activity.
Partial payment
Use Partially paid when the customer has paid only part of the balance. The invoice still needs follow-up until the remaining balance is paid.
Invoice created by mistake
Use Void only if the invoice should not exist or contains an error that should not be collected. If a new invoice should replace it, create it separately. See also Manual invoices.
Payment cannot be collected
Use Uncollectible when you no longer expect to receive the payment. This decision has accounting and operational impact; confirm your internal process before using it.
Common issues
The invoice is open, but the customer says they paid. Why?
What to check: did the payment go through Stripe or outside Stripe?
What to do: if the payment went through Stripe, wait for confirmation or check Payment refused or failed. If the money was received outside Stripe, record the payment manually.
I marked the wrong invoice as paid. What should I do?
What to check: can the invoice still be corrected in Stortech? Does the offline payment appear in activity?
What to do: contact support if you do not see an action to correct or void the recorded payment. Avoid creating a second payment to compensate without validation.
Late fees were created even though the customer had paid. Why?
What to check: was the invoice still Open or Overdue when the late-fee process ran?
What to do: record offline payments as soon as they are received. If a late fee was already generated by mistake, review the late-fee invoice and follow your cancellation process or contact support.
The Update status menu item does not appear. Why?
What to check: does your role allow invoice management? Is the invoice in a status that can be changed?
What to do: ask an Owner or Manager to verify your permissions and the invoice status.
FAQ
When should I record an offline payment? Only when the money was received outside Stripe: cash, cheque, Interac, debit, bank transfer, or another manual method.
Do I need to do this for card or pre-authorized debit payments? No. Payments that go through Stripe update the invoice automatically. If a Stripe payment fails, see Payment refused or failed.
What is the difference between Paid and Partially paid? Paid closes the invoice because the full amount was received. Partially paid records only part of the amount and leaves a balance to collect.
Why does this matter? An invoice left Open or Overdue can trigger reminders, affect access, or generate late fees depending on your settings.