Skip to content
  • There are no suggestions because the search field is empty.

How Do I Mark or Unmark an Invoice as Paid

Marking an invoice Paid by hand records a payment that didn't come through the platform's online payment processor — for example a check, cash, or a bank transfer arranged outside the system. Mark as Paid appears on invoices whose Status is Open or Late; Paid and Voided invoices do not offer it.

When would you use this?

  • A member pays their assessment by mailing a paper check instead of paying online.
  • A tenant hands the property manager cash for a one-time fee, and that payment needs to be recorded so the invoice stops showing as owed.
  • A payment was arranged directly with the board outside the platform (e.g. a wire transfer) and needs to be reflected in the organization's records.

Marking an Invoice as Paid

  1. Go to Balances > Invoice Dashboard.
  2. Find the invoice, open its row's Actions menu, and choose Mark as Paid.

    An invoice row Actions menu with Mark as Paid highlighted

  3. Choose a Payment Type: Check, Cash, Credit Card, ACH, or Other.
  4. If Payment Type is Check, optionally enter the Check Number — useful for cross-referencing against a deposited check later.
  5. Confirm or update the Payment Date — defaults to today's date, but change it if the payment was actually received on an earlier date.

    The Mark as Paid form with Payment Type, Check Number and Payment Date highlighted

  6. Check the Deposit Account. This line shows the account the payment is recorded to, for example 1030 - Stripe Balance. It is display-only; you cannot change it here.
  7. Optionally add Notes — free text explaining the payment (e.g. "Paid by mail, check received 8/4").
  8. Leave Send email notification checked (the default) if the member should get an automated email that their invoice is now paid, or uncheck it if you don't want them notified yet.

    The Mark as Paid form with Deposit Account, Notes, the email notification checkbox and the Mark as Paid button highlighted

  9. Click Mark as Paid, then confirm in the second dialog that asks "Are you sure you want to mark Invoice #[number] as Paid?"

What happens after: The invoice's Status changes to Paid (or Paid Late, if it was already past its due date). It drops out of the Invoice Dashboard's default Open/Late/Pending view and shows up in Balances > Payment Dashboard as a manually-marked payment, with a Status of Marked.

Note: Marking a payment does not move money — it only changes what the platform's records say happened.

Related articles