Invoice Actions: Mark Paid, Refund Payments & Share Payment Links

Open any invoice (or quote or payment) and a row of contextual actions sits in the header, with less-common ones tucked under a More menu. The exact set is configuration-driven per module, so an invoice offers payment actions that a quote does not. This article covers each action on a payable invoice: recording and collecting money, sharing pay links, and recording a customer decision.

Before you start#

Payment actions are permission-gated to mirror the backend, so buttons you are not allowed to use never appear:

• Record Payment and Mark as paid need edit on this document's module and create on the Payments module.
• Refund needs edit on the Payments module.
• Once an invoice is fully paid, Record Payment and Mark as paid disappear automatically.

Record a payment#

1. Click Record Payment. The dialog opens with the Amount pre-filled to the outstanding balance (falling back to the grand total) and the Payment date set to today.
2. Choose a Payment method. Offline methods — Bank Transfer, Cash, Manual and Other — are always available; your organization's enabled online gateways are added automatically. Disabled gateways never appear.
3. Optionally add a Transaction ID reference and Notes.
4. Click Record payment. The amount must be greater than 0. The invoice balance updates automatically.

Mark an invoice as paid#

Mark as paid is the shortcut for a fully-settled invoice. It asks you to confirm, then records a payment for the full outstanding balance and marks the invoice paid in one step — no amount to type. Use Record Payment instead when you are logging a partial payment or need to capture the method, date or a reference.

Refund a payment#

Refund reverses a payment. The confirmation makes the consequences clear: it reverses the payment and updates the related invoice balance, and it cannot be undone. Confirm to complete the reversal.

Share a payment or document link#

• Copy Invoice Link — on invoices, this one-click action mints (or reuses) the public pay link and copies the full URL straight to your clipboard, confirming Invoice payment link copied successfully. No dialog.
• Public link — opens a dialog with a copyable share URL. Anyone with the link can view the document and accept or reject it with no sign-in required, so you can send it to your customer.
• Pay Now — generates the invoice's public pay link and opens it in a new tab so you (or the customer) can pay online through an enabled gateway.
• Send — opens the email composer pre-filled with the recipient, subject and body, with the document PDF attached server-side.

Download and record a decision#

• Download PDF / Download receipt — generates and downloads the document (or the payment receipt).
• Accept / Reject — the staff-side decision recorder. Use it to log the customer's decision on a quote or document: click Reject or Accept, optionally add a note (for example, a reason for rejection), and the record's status updates. You see Marked as accepted. or Marked as rejected.

Good to know#

• The action list is config-driven per module, so quotes, invoices and payments each show the actions that make sense for them.
• Payment methods shown when recording are always your live enabled gateways plus the offline options — nothing is hardcoded.
• To build the invoices these actions run on, see How to Create & Manage Invoices.