Tracking Payments Received

Payment Records track all financial settlements received from buyers. Every payment, whether online via Quotable Payments or offline via bank transfer, creates a Payment Record linked to the corresponding invoice for complete audit trails.
​

Key Information Tracked:

When buyers pay via embedded Quotable Payments links, payments process instantly. Payment Records are created automatically with status Verified. You receive real-time notification when payment is received. Invoice payment status updates to Paid automatically.
​

When buyers pay via bank transfer, check, or cash, they upload the proof of payment manually via the Quotable Link or they can send the proof of payment to the seller directly, and seller uploads into the Quotable system. You receive notification that payment was submitted. Payment Record appears with status Unverified (For Verification). You must review and verify the payment manually.

Monitor your notifications or Payment Records in the invoice document for new payments awaiting verification. Payments appear with status For Verification (Unverified).

​

Click on the Payment Record to view:

Check your bank account, check deposits, or cash records to confirm payment was actually received. Match the transaction reference number, payment amount, and payment date.
​

If payment is confirmed, mark the Payment Record as Verified. The invoice payment status updates to Paid or Partially Paid depending on amount. If payment cannot be verified, contact the buyer for clarification or additional proof.

Invoice sent but no payment received yet. Default status when invoice is first created.
​

Buyer submitted payment record with proof, awaiting your verification. Applies to offline payments only.
​

Some payment received and verified, balance remaining. Shows amount paid and amount due on invoice.
​

Full invoice amount received and verified. Transaction complete. Invoice marked as fully paid.

Buyers attach proof of payment when recording offline payments including bank transfer receipts, check images, payment confirmation screenshots, or cash receipt photos.
​

Download and review proof of payment documents to verify authenticity. Check transaction reference numbers match bank records. Verify payment amounts and dates align with buyer claims.
​

All proof of payment attachments are stored securely and remain accessible for auditing, reconciliation, or dispute resolution.

Buyers can make multiple partial payments against a single invoice. Each payment creates a separate Payment Record. Track cumulative payments and remaining balance automatically. Invoice status updates to Partially Paid until full amount is received.
​

View complete payment history per invoice showing all Payment Records with dates, amounts, methods, and verification status.

Online Methods:

Offline Methods:

All methods are tracked with complete details.
​

Result
​

Track all incoming payments in one place. Verify offline payments quickly, monitor payment status in real-time, and maintain complete payment records for accurate financial management.