What do I need before I can send a Pay now link?

An invoice that is not fully paid, and at least one payment gateway connected and switched on under Settings, Online Payments, that can charge the invoice currency. Only the Account Owner and Managers connect gateways.

Can a customer pay only part of an invoice?

Yes. The Pay now page lets the customer pay less than the balance, but never more. The invoice moves to Partially Paid until the balance is cleared.

Can I record more than the balance due?

No. Leadnote refuses an amount above the balance due. A payment must also be in the same currency as the invoice.

Record invoice payments and collect with Pay now links

Record a payment from the invoice with View / add payment, and Leadnote updates the balance and the payment status for you. If you connect your own payment gateway, you can also send a Pay now link so customers pay online.

How balances and statuses work

The Balance due of an invoice is its total minus all recorded payments. The payment status follows from that:

Status	When
Unpaid	Nothing has been received
Partially Paid	Something has been received, but less than the total
Fully Paid	The received amount reaches the total

An invoice also shows Overdue when its due date has passed and it is not fully paid. Editing or deleting a payment recalculates the status straight away. The first payment on an invoice also locks its currency and exchange rate.

Record a payment

Open the invoice and click View / add payment, or use Add Payment from the row menu on the Invoices list.
Choose the mode. Payment for customer's invoice links the payment to an invoice. Payment from customer records a standalone payment for a customer, with no invoice.
For an invoice payment, search by invoice number, name or email to pick the invoice. The balance is shown next to it.
Leave Receipt number empty to use the next number, or type your own. A typed number must be unique.
Set the Date of payment, the Amount, and the Payment method: Cash, Bank transfer, Cheque, Credit card, Online / link or Other.
Optionally add a Reference number and a Purpose / towards note.
Click Save payment. Leadnote confirms with the receipt number.

A payment uses the invoice currency and cannot have more decimals than that currency allows. It cannot exceed the balance due, and a Cancelled invoice does not accept payments.

Receipts and the Payments tab

The Payments tab on the Invoices page has three sections:

Payments: every payment, filterable by date, organisation name, amount range and search. View receipt opens a printable receipt with the receipt number, date, customer, method, reference, invoice number and amount. Use Print / Save as PDF in your browser.
Open payments: unpaid and partially paid invoices, with their age from the due date ("Due in 3 days", "5 days overdue", "Due today"), so you can chase and add payments.
Settings: Receipt number prefix (default REC-, see Document numbering), Receipt starting number, Default payment mode and an authorised signature image. Only Owners and Managers can change them.

Deleting a payment removes its receipt and recalculates the invoice balance. Owners and Managers can delete any payment. Other users can edit or delete payments they created, and L1 Users can record payments on invoices they created or are assigned to. L2 Users cannot record payments by default.

Collect online with Pay now links

A Pay now link opens a secure hosted page where the customer pays the balance, or part of it. The money goes to your own gateway account, not to Leadnote.

Connect a gateway

Go to Settings, then Online Payments. Only the Account Owner and Managers can do this.
The page offers Razorpay, Cashfree, PayU and Stripe. Choose one and click Connect.
Enter the keys from the gateway dashboard and choose the Mode, Test or Live. The mode must match your keys, so start with test keys.
Switch on Accept payments.
Copy the Webhook URL shown on the card and paste it into the gateway dashboard. The card lists the events to enable.
Click Test connection.

Your keys are stored encrypted and are never shown again. In Leadnote, Razorpay, Cashfree and PayU charge in INR only, while Stripe accepts a long list of currencies, so Stripe is the one to use for foreign-currency invoices. Whether your own gateway account can take a currency also depends on how you set up that account, so send yourself a small test payment first, especially for currencies with three decimals such as KWD. See Currencies in sales documents.

Create the link

A Pay now link needs:

an invoice that is not fully paid,
at least one gateway that is connected and switched on,
a gateway that can charge the invoice currency, and
permission to edit Sales Tools, plus access to that invoice.

Open the invoice and use the Pay now panel, or choose Pay now link from the row menu in the list. Pick the Link validity: Never expires, 7, 14, 30 or 90 days. Click Generate Pay now link. You can then Copy link, show the QR code, Open page, Regenerate or Disable it. Regenerating creates a new link and QR code, and the old ones stop working. A disabled or expired link shows the customer that it is not available. If you cancel an invoice, disable its Pay now link as well.

When the customer pays and the gateway confirms, Leadnote records the payment itself with the method Online / link and a receipt number, and moves the invoice to Partially Paid or Fully Paid. The invoice lists each Online payments attempt with its gateway, status and refunded amount. If you refund a payment from the gateway dashboard, the recorded payment shrinks or is removed.

Customers pay an invoice, not a quote. Convert the quote to an invoice, and the invoice's Pay now link and QR code appear on the invoice and on the quote.

On the mobile app

Open an invoice and use Record payment to enter the amount, date, method, reference and notes. The app shows the balance due and refuses more than that. Gateways and Pay now links are managed in the web app.