Tracking Payments

Record payments against invoices to track what’s been paid and what’s outstanding.

Recording a Payment

  1. Open an invoice with an outstanding balance.

  2. Click Record Payment.

  3. Enter the payment details:

    • Amount — How much was received
    • Date — When the payment was received
    • Notes — Optional reference (e.g., check number, transfer reference)
    • Transaction ID — Optional identifier for reconciliation

  4. Save the payment.

If the payment covers the full outstanding amount, the invoice automatically moves to Paid status.

Partial Payments

Keito supports partial payments:

  • Record any amount less than the outstanding balance.
  • The invoice shows the remaining due amount.
  • Record additional payments as they come in.
  • The invoice moves to Paid only when the full amount is received.

Online Payments

If you’ve configured a payment gateway, clients can pay directly from their invoice. When they pay online, the payment is recorded against the invoice automatically, the invoice moves to Paid status, and a receipt is sent.

Keito supports:

  • Stripe — Accept cards and (US-only) ACH bank transfers. Money lands directly in your Stripe account with zero platform fee from Keito. See the Stripe Payments setup guide.
  • PayPal — Configure your PayPal merchant ID in Invoice Settings.

With an eligible Stripe account, you can optionally pass card or ACH processing fees to clients. The client sees the applicable fee and total for each offered payment method before continuing to checkout. Set up the workspace policy first, then choose fees per draft or use the new-invoice default. See Pass fees on to clients.

Automatic card payments for recurring invoices

With Stripe, a recurring invoice that emails invoices automatically can let your client save a card and have each later invoice in the series charged to it when it is sent. Your client opts in from an invoice, and either of you can turn it off at any time. Declined charges are retried once after 48 hours. See Automatic Card Payments.

Bank Transfer Details

Workspace administrators can add bank accounts under Manage > Bank Accounts. Keito can match a bank account to the invoice currency, and the account used can be selected on an individual invoice.

Each bank account has optional Payment Instructions for details such as the transfer reference clients should use. These bank-account instructions are separate from Keito’s default due-date sentence.

To replace or remove the default sentence shown with bank details, use paymentInstruction under Invoices > Configure > Appearance > Invoice text overrides. See Invoice text override examples, including how to hide the sentence while keeping bank-account-specific instructions.

Payment History

Each invoice shows a complete payment history:

  • Payment date
  • Amount received
  • Notes and transaction IDs
  • Running balance

Closing Invoices

If an invoice won’t be paid (e.g., written off, disputed, or cancelled), you can close it:

  • The invoice moves to Closed status.
  • The outstanding amount is no longer tracked as receivable.
  • Closed invoices are excluded from unpaid totals in reports.

For details on when to close, revert, or delete an invoice, see Canceling and Deleting Invoices.

Invoice Aging

From the Invoices list, you can see at a glance:

  • Which invoices are overdue
  • Days since the invoice was issued
  • Outstanding balances per client
  • Total receivables