Skip to main content

Payment Tracking Overview

Learn how to track and record payments in LKG Billing.

💰 What are Payments?​

Payments are records of money received from customers against invoices. The Payment Management section helps you:

  • Record payments received
  • Track payment methods
  • Match payments to invoices
  • Monitor outstanding balances
  • Generate payment reports

📊 Payment List View​

When you navigate to the Payments section, you'll see all payment records.

Payment Recording

List Features​

  • Search Bar - Find payments by customer, invoice, or amount
  • Filter Options - Filter by date, method, or customer
  • Record Payment Button - Add new payment records
  • Payment Table - View all payment details

Each payment entry typically shows:

  • Payment date
  • Invoice number
  • Customer name
  • Amount received
  • Payment method
  • Reference/Transaction ID
  • Status

💳 Payment Methods​

LKG Billing supports various payment methods:

Bank Transfer​

Direct bank-to-bank transfer.

Details to Record:

  • Transaction ID
  • Bank name
  • Transfer date

Credit/Debit Card​

Card payments through payment gateway.

Details to Record:

  • Last 4 digits
  • Card type (Visa, Mastercard, etc.)
  • Transaction ID

Cash​

Physical cash payments.

Details to Record:

  • Receipt number
  • Date received

Check/Cheque​

Payment by cheque.

Details to Record:

  • Cheque number
  • Bank name
  • Cheque date
  • Clearance status

UPI (India)​

Unified Payments Interface.

Details to Record:

  • UPI Transaction ID
  • UPI ID used

Online Payment Gateway​

Razorpay, Stripe, PayPal, etc.

Details to Record:

  • Gateway transaction ID
  • Payment status

🔍 Searching Payments​

Find payments quickly:

Search Examples:

  • By customer: John Doe
  • By invoice: INV-2024-001
  • By amount: 15000
  • By transaction ID: TXN123456

📋 Payment Information​

Click on any payment to view details:

Payment Details​

  • Payment date and time
  • Amount received
  • Payment method
  • Reference/Transaction number
  • Notes

Invoice Information​

  • Invoice number
  • Invoice total
  • Amount paid
  • Balance remaining

Customer Details​

  • Customer name
  • Contact information
  • Payment history

🎯 Common Payment Actions​

Record New Payment​

Learn how to record a payment.

Edit Payment​

  1. Find the payment in the list
  2. Click Edit
  3. Update details
  4. Click Save
Editing Payments

Only recent payments can be edited. Finalized payments may require supervisor approval.

Delete Payment​

  1. Find the payment
  2. Click Delete
  3. Confirm deletion
  4. Invoice balance updates automatically

Send Receipt​

  1. Open the payment
  2. Click Send Receipt
  3. Email receipt to customer

Download Receipt​

  • PDF: Download as PDF
  • Print: Print receipt

📊 Payment Status​

Received​

  • Payment successfully received
  • Invoice balance updated
  • Included in reports

Pending​

  • Payment initiated but not confirmed
  • Awaiting clearance (e.g., cheque)
  • Not yet applied to invoice

Failed​

  • Payment attempt failed
  • Invoice balance unchanged
  • Needs retry or alternative method

Refunded​

  • Payment returned to customer
  • Invoice balance reverted
  • Kept for records

💡 Payment Tracking Tips​

Best Practices
  1. Record Immediately - Log payments as soon as received
  2. Include References - Always note transaction IDs
  3. Verify Amounts - Match payment to invoice amount
  4. Reconcile Regularly - Check bank statements weekly
  5. Send Receipts - Confirm payment with customer
  6. Keep Records - Maintain payment documentation

📧 Payment Receipts​

Automatically send receipts when recording payments:

Receipt Includes:

  • Payment amount
  • Payment date
  • Payment method
  • Invoice reference
  • Balance remaining (if any)
  • Company details

📊 Payment Reports​

Generate reports for:

  • Payments by date range
  • Payments by customer
  • Payments by method
  • Outstanding balances
  • Payment trends

Learn more: Reports

🔄 Partial Payments​

Handle installment payments:

Example:

Invoice Total: ₹50,000

Payment 1: ₹20,000 (November 20)
Payment 2: ₹15,000 (December 5)
Payment 3: ₹15,000 (December 20)

Balance: ₹0

Each payment is recorded separately, and the invoice shows remaining balance.

💰 Overpayments​

If customer pays more than invoice amount:

Options:

  1. Refund excess - Return extra amount
  2. Credit to account - Apply to future invoices
  3. Record as advance - Hold for next invoice

🚀 Next Steps​

Ready to record payments? Click Next to learn how! 👉