# Record a payment

> Record money received against an invoice, in full or in part. A paid renewal moves the member's expiry, and the payment joins the club's income.

Who this is for: Anyone with “Raise invoices and record payments” or “See all invoices and payments” (by default: Administrator, Head Coach, Casual Staff, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/invoices/record-a-payment/

When money for an invoice reaches the club, record it on the invoice. The invoice's balance goes down, and once the payments add up to its total it is **Paid**. Each payment is also the club's income from then on: it is counted in the reports, on the BAS worksheet and in the export to the accounts.

## Before you start

- You need to be able to record payments. The Administrator, Head Coach, Casual Staff and Treasurer roles can by default.
- Have the amount, the day it was paid, how it was paid and any reference (for example the words on the bank statement).

## Record the payment

1. Open Club > Invoices > All invoices, or Club > Invoices > Unpaid invoices.
2. Find the invoice. Type its number or the person's name in the search box.
3. Open it:
   - On **Invoices**, press the row (not the arrow at its start) to open its side panel. Or open the row out with the arrow and press **Record payment**.
   - On **Unpaid invoices**, press the row. The invoice opens on the Invoices page.
4. Under **Record a payment**, check the **Amount**. It starts as the balance still owing. Change it for a part payment.
5. Check the **Date**. It starts as today. Change it to the day the money was paid if that was earlier.
6. Choose the **Method**: **Bank transfer**, **EFTPOS**, **Card**, **Cash** or **Cheque**.
7. Type a **Reference** if there is one.
8. Press **Record payment**.

![The side panel for invoice INV-05115, billed to Rachel Marsh and marked Issued: the issue and due dates, six membership and joining-fee lines each with its GST, Includes GST, Total $3,250.00, Paid $0.00, Balance $3,250.00, Payments "None recorded.", and the Record a payment form with Amount $3,250.00, the date, Method Bank transfer and a reference, above the buttons Void, Edit and Print / PDF.](https://sportsclubos.net/help/img/invoices-pay-1600.webp)
*The amount starts as the balance still owing, and the date as today. Shown in release 2026.10.29 · Invoices · as an Administrator.*

A message says **Payment recorded**. The payment is listed under **Payments**, and **Paid** and **Balance** change. If the payments now add up to the total, the invoice is **Paid**, and it is headed **Tax invoice / Receipt** when printed.

## What happens next

- **A renewal invoice paid in full** moves the member's expiry to the new date and makes them Active. A second message says, for example, **Membership renewed to 31/07/2027**. See [Raise renewal invoices](https://sportsclubos.net/help/membership/renewals/index.md).
- **A monthly membership invoice paid** gives each person on it access to the end of the months paid, plus the club's days of grace.
- **The money is income.** Each payment is shared across the invoice's line categories, with its share of the invoice's GST. A fully paid invoice's payments add up to its GST exactly. See [How GST is worked out, and how prices are entered](https://sportsclubos.net/help/finance/gst/index.md).
- **The treasurer matches it to the bank.** A payment recorded here waits on Bank reconciliation until it is matched to the bank statement. See [Match and explain bank lines](https://sportsclubos.net/help/bank/match/index.md).
- **Money that reached the bank before it was recorded.** Bank reconciliation never records a payment. If a bank line has no recorded payment to match, it says **Record the payment first**: record it here on the invoice, then match it there.

## Things to know

- A part payment leaves the invoice **Issued** (or **Overdue** after its due date) with the rest as its balance. Record each payment as it comes.
- A payment cannot be taken back off an invoice once it is recorded, and an invoice with a payment on it can no longer be changed or voided. Check the amount before you press **Record payment**.
- The date matters. A payment dated in a GST period already marked lodged changes that period's figures, and the next BAS worksheet lists the difference. A payment dated in a period the bank account is reconciled to is marked as recorded after that period was reconciled.
- A function's invoice can also be marked paid on the function, and a class invoice on Classes. Both record the payment in the same way.

> **Not built yet:** members cannot pay by card online, and Sports Club OS does not take EFTPOS payments itself. Record the payment here once the money has reached the club.

## If something goes wrong

- **"Enter a payment amount."** The amount is empty or nought.
- **"This invoice has been voided."** A voided invoice takes no payments.
- **"Someone else recorded a payment on this invoice at the same moment. Please reload it and check before trying again."** Two people recorded a payment on the same invoice at once. Only one was kept. Reload the page and look at **Payments** before recording it again.
- **There is no Record a payment form.** The invoice is paid in full or voided.