Properly recording payments for your invoices is crucial for maintaining accurate financial records. This guide will walk you through the process of marking invoices as paid in Banqup, ensuring your purchase invoices stay up-to-date and organized.
You can mark an invoice as paid whether or not you use Banqup's payment services. Use it for any payment made outside Banqup, for example from a bank account that isn't linked to Banqup, by card, or in cash.
Go to Purchase Invoices.
Select the invoice(s) to mark as paid, then click on Mark as > Paid.
A modal opens where you can indicate:
Payment method
Payment reference number (optional)
Payment amount
Payment date
Additional comment
After clicking on Mark as paid, the status of the invoice(s) will change to Fully paid or Partially paid, depending on the payment amount.
Banqup pre-fills Payment method with whatever the document already specifies, so an invoice flagged as a card payment opens with that method selected. Change it if the money actually moved another way.
Alongside the usual methods you can pick Standing agreement, for a recurring instruction you have with your bank, and Clearing between partners, for an amount settled by offsetting what you owe each other rather than by a transfer.
Note: The Payment date shown on the document follows its real status: the scheduled date while a payment is planned, and the date of the most recent payment once one or more payments, including partial ones, have gone through. The payment method used is recorded alongside it. If several payments settle one document, the method of the latest one is shown.
Refusing or disputing a purchase invoice
If an invoice from a supplier is not correct, you can act on it directly from the invoice:
Click Refuse if you will not pay the invoice as it is. Its status becomes Refused.
Click Dispute if you have a question and want to discuss it before deciding. Its status becomes Disputed.
For either action, you choose a reason from the list and can add an optional comment. If none of the reasons fits a dispute, choose Other and describe the reason in the field that appears.
Once you and your supplier have settled it, click Resolve on the invoice. The invoice goes back to Awaiting approval. Click Approve to move it to its payment status (usually Unpaid), where you can pay it.
Cancelling an invoice
Once a purchase invoice has been validated, processed, or shared with a partner, it can no longer be deleted. To keep your workspace clean, you can Cancel a purchase invoice that is stuck in In review when no further action is expected. Cancelling removes it from your active to-do list without deleting the historical record.
Cancelling is useful when, for example:
A file was uploaded into the wrong space (a sales invoice uploaded as a purchase invoice).
An invoice failed to deliver or was rejected by the recipient's platform.
A refused or disputed invoice needs to be closed out without issuing a separate credit note.
How it works:
Clicking Cancel moves the document out of your active In review queue.
If you cancel by mistake, click Undo to restore the document and reopen it for other actions.
Rules and limits
Partial payments: when you mark one invoice as paid, you can enter a partial amount. The amount cannot be more than the invoice's open balance. The open balance goes down by what you enter, and the status becomes Partially paid until the full amount is recorded.
Marking several invoices at once: when you select multiple invoices and mark them as paid, the system records a full payment for each one. Every selected invoice becomes Fully paid with an open balance of 0. To record a partial amount, mark that invoice on its own.
Mark as unpaid: you can only mark an invoice as unpaid if it is currently Partially paid or Fully paid. This removes the manual payment you recorded and recalculates the open balance.
Credit notes: a credit note carries a negative amount and can be marked as paid like any other document.
A credit note arrives later: if you marked an invoice as paid and then receive a credit note linked to it, Banqup recalculates the balance and clears the manual paid flag where it no longer applies.
Amount with a sign: you can type the payment amount with a plus sign, a minus sign or no sign. Banqup uses the amount itself and subtracts it from the open balance, so the remaining amount is always correct.
FAQ
Can I undo a "Mark as paid" action if I made a mistake?
Yes, you can reverse this action by selecting the invoice and choosing Mark as > Unpaid.
Can I set up automatic payment status updates?
Yes. Invoices you pay through Banqup are updated automatically. If you use Transaction Radar, matching a bank transaction to an invoice also updates its status. For any other payment, mark the invoice as paid as described above.
I marked an invoice as paid. Can I link it to the bank transaction later?
Yes, if you paid from a bank account linked to Banqup. The transaction appears in Transaction Radar once your bank account syncs. To link the two:
Open Transaction Radar and go to the Documents tab.
Open the invoice.
Under Proposed matches, select the bank transaction.
Click Save.
In the Payments section of the invoice, the bank transaction then replaces your manual entry.