After you have generated and shared the invoices with your clients, there's a lot more you can do on Keka PSA. The billing and invoicing features also enable you to manage the payment status against these invoices. This includes actions like updating the payment status as paid or partially paid, writing off invoices, and also raising credit notes. 

These features allow you to manage your project finances easily. It also helps you understand the profitability of each project, the revenue that is being generated from any client, and more. Let us see how you can manage payments using Keka PSA. 

All payment management options are found in the Invoices section. To get here, go to Project (1) from the left navigation pane and select the Finances (2) tab. Here, make sure you're on the Invoices (3) tab and select the Due Invoices (4) tab. 

Here, you can see all the invoices you have generated. From here, you can perform the following actions on the invoices that have been generated. 

- Update or edit the invoice

- Mark the invoice as sent

- Update the payment status

- Download the invoice as a PDF

- Write off the invoice

- Cancel the invoice. 

Updating the invoice

To update the invoice details that you have configured, find the invoice that you want to edit from the list and click on the three dots next to the invoice under the Actions column. From the drop-down, select Update.

On the Invoice window, make the necessary changes to the invoice details and then click on Update Invoice.

Downloading the invoice in PDF format

If you want to share the invoice with your client in a PDF format, you can do so quite easily from this page. To do this, click on the three dots next to the invoice you want to download and from the drop-down, select Download as PDF. 

A PDF version of the invoice will be downloaded to your system. You can then sign this digitally or physically and share it with the client. 

Marking the invoice as sent

If you have sent the invoice to the client contact, you can update that on Keka PSA. To do this, find the invoice that you want to update the status for and click on the three dots icon next to it. From the drop-down, select Mark as Sent.

The status of the invoice will be updated as Sent.

Once you have updated the invoice status to Sent, you will not be able to update the invoice further. 

Managing payment status

You can manage the payment status of the invoices by marking the payment as received. You have the option to mark the invoice as fully paid or partially paid. You can also adjust the invoice amount against any outstanding credit notes that you have added for a particular client. 

To manage the payment status, click on the three dots icon next to the invoice and select Receive Payment from the drop-down. 

In the Receive Payment window, you can enter the Payment Date, Payment Mode, Reference Number, and Amount Received.

If you enter an amount that is lesser than the total invoice amount, then the invoice status will be updated as Partially Paid. Enter the required details on this screen and then click Add. 

Since the value entered in the Amount Received field is less than the total invoice value, the status of the invoice has been changed to Partially Paid. 

If the client makes the full payment and you enter that amount, then the invoice will no longer be visible in the Due Invoices tab. It will be moved to the Past Invoices tab and the status will be updated to Paid.

Adjusting invoices against credit notes

Credit notes are raised in case there is any discrepancy in payment or when the client makes an advance payment for a project. You can raise a credit note for that client for the additional amount that they have paid and adjust that amount against future invoices. 

To do this, go to the specific invoice you want to update the payment status for and click on the three dots next to it. From the drop-down, select Receive Payment. 

In the Receive Payment window, enter the details such as Payment Date, Payment Mode, and Reference Number. You can also see an additional checkbox that says Apply Credits to this Invoice. This checkbox will only be visible in case there is an outstanding credit note that has been raised for that client. Select the checkbox and then enter the number of credits that should be applied to this invoice. You can settle an invoice entirely against the credits available or apply credits partially for an invoice. 

After you've entered the details, click Add to mark the payment as received. The total number of credits will decrease based on the number of credits that have been consumed to settle the invoice. 

Writing off an invoice

In certain cases, it may be necessary to write off the entire invoice and forego the payment. You can do this too from the Due Invoices tab. Click on the three dots icon and select Write Off from the drop-down. 

write-offIn the Write Off window that opens, enter the Write Off Date, Reason for the write off and enter CONFIRM in the confirmation field. Click on Confirm to finalize the write-off. 

Once the invoice is written off, you cannot reverse this action

This action will finalize the invoice write-off. 

Canceling an Invoice

You can also choose to cancel an invoice in case you have made an error or if you want to add more details to the invoice that has already been sent. To cancel the invoice, click on the three dots and select Cancel Invoice from the drop-down.

You cannot cancel an invoice if you have received payment against this

 In the Cancel Invoice window, enter a reason for the cancellation and then select Yes, Cancel. This will cancel the invoice.

You cannot undo this action. 

If you cancel the invoice, the various charges that were included in the invoice will be marked as non-billable.

That's the end of this topic regarding managing payments on Keka PSA. Need more information? Refer to other help articles or talk to our product experts today!