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.

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