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Money coming in

Record a payment you received

Go to Money in → Record payment, or choose Record payment on the invoice or the customer. Enter the amount you actually received and how it came in, then allocate it against the open invoices, oldest first unless you change it. An invoice is marked paid only when you record the money, because nothing here can see your bank account.

A customer paid and it is not showing

Almost always because the payment has not been recorded yet. Gallafy cannot see your bank account, so an invoice does not mark itself paid when the money arrives — you tell it, and everything else follows from that.

If you are sure you recorded it, check it went against the right customer: two similar names is the second most common cause.

Payments are separate from invoices

This is the one idea worth understanding, and it explains most first-week confusion. Raising an invoice says the customer owes you. Recording a payment says they paid. They are two different events, and Gallafy keeps them apart on purpose — because a customer can pay half, pay late, pay for three invoices at once, or pay before you have invoiced them at all.

So an invoice does not become paid because time passed. It becomes paid when you record the money.

Record it

  1. Go to Money in → Record payment, or open the invoice or customer and choose Record payment.
  2. Pick the customer and enter the amount you actually received.
  3. Choose how it came in — cash, bank, UPI, cheque or card.
  4. Allocate it against the open invoices. Gallafy offers the oldest first, which is usually what you want.
  5. Choose Save payment. The invoice, the customer's balance and the To collect screen all update together.

One payment, several invoices

A customer clearing three bills with one transfer is normal, and you do not need three entries. Record the one amount and split it across the invoices on the same screen.

If they say they have already sent the money

If you sent a share link, the person you billed can use it to tell you the money has gone — how much, on what date, and a note if they want to add a reference number.

That message changes nothing. The invoice does not settle itself, no figure in your books moves, and nobody is emailed. It arrives as a Customer payment claims panel on the invoice, and as a count on your list of who owes you.

Check your bank first. If the money is there, choose Record this payment: it opens the ordinary payment form with the amount and date already filled in, and it is recorded when you save it, exactly like any other entry. If it is not there, choose Dismiss and say why — the reason is for your records, and they never see it.

A claim is a message, not money. Only you can record a payment, and only by saving the payment form yourself.

Record a payment you received — Gallafy