Once an invoice exists, you can collect it from a saved payment method, record a payment the client made directly to you, or refund a completed payment. All three actions live on the invoice.
Billing must be enabled for your organisation.
An unpaid invoice with no payment activity shows a Collect button (in the invoice list and on the invoice page). Clicking it opens the Collect Payment dialog — Choose how to collect the outstanding payment. — with a summary of the invoice, the amount outstanding and the due date. You have two options:
Collect with existing payment method – Collect using a bank account or card already on file.
Request new payment details – Send the client a secure link to update their bank account or card. See Asking a client to add their own payment details.
Choosing the first option shows:
Payment Method – the client's verified bank accounts and usable cards.
Timing tabs – Charge Today (The payment will be collected immediately using the selected method.) or Schedule, where you pick a date from tomorrow onwards (Payment will be scheduled for the selected date.).
A fee preview – Subtotal, Transaction fee (when a card surcharge applies), GST (10%) and Total (incl. GST).
The confirm button shows the exact amount, e.g. Collect $550.00. You'll then see Payment collected or Payment scheduled. The same dialog is used to retry failed payments — see A client's card payment failed — what happens?.
If the selected payment method previously failed for a reason that's unlikely to resolve itself (for example an invalid card number or a closed account), a Previous payment failure warning appears explaining that further payments are unlikely to succeed; choose Continue anyway only if the details have genuinely been fixed.
If the client paid you directly — for example by bank transfer, cheque or cash — outside Nagaris, use Record external payment (in the row menu, or Record External Payment on the invoice page). The dialog shows the amount outstanding and asks for:
Amount – defaults to the outstanding amount and cannot exceed it.
Payment date – defaults to today.
Notes – e.g. Bank transfer received, reference #12345.
Click Record payment. The invoice's payment badge becomes Paid (external) once fully covered, and hovering the badge shows your note. External payments appear on the invoice's payment timeline as External Payment with the amount and note.
Record external payment is available whenever the invoice still has an outstanding balance and no payment is currently in flight.
A payment that is still pending (for example a scheduled charge that hasn't run yet) can be cancelled from the invoice's payment details; you'll see Transaction cancelled successfully when it's done.
When an invoice has at least one completed payment, the Payment History panel on the invoice page shows a Request Refund button. It opens the Request Refund dialog for the most recent completed transaction, showing its reference, amount and description. Enter:
Refund Amount – up to the original transaction amount (the maximum is shown).
Reason for Refund – required; provide a detailed reason.
Submitting sends the refund request for processing. Refunded invoices eventually show the Refunded status.
Collect only appears while an invoice has no payment transactions; once a payment exists the button becomes Retry when the latest attempt failed.
Scheduled payments show a Scheduled (date) badge on the invoice until they run.
Every attempt — collections, retries, external payments — is listed in the invoice's Payment History journey so you can reconstruct exactly what happened.
