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:

Stripe

Connect your Stripe account to accept credit card and bank transfer payments. When a client pays online:

  • The payment is automatically recorded in Keito.
  • The invoice status updates to Paid.
  • Transaction IDs are stored for reconciliation.

PayPal

Connect PayPal to accept payments through the client’s invoice portal.

Configure payment gateways 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.

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