Learn how to manage partial payments for your invoices, whether your clients pay online through Monograph Online Payments or you record payments manually.

If an invoice has an outstanding balance, you can resend it to the client so they can make a partial payment through Online Payments. Once the client accesses the invoice, they can review the amount already paid and submit an electronic payment toward the remaining balance.

To make a payment, the client simply needs to navigate to the invoice and click Pay Now. From the client view, they will be able to see the invoice details, including any partial payments that have already been recorded and the remaining balance due.

After clicking Pay Now, the client will be taken to the payment screen, where they can enter their payment information and submit a payment toward the remaining balance.

The system will automatically calculate the amount due and will not allow the client to pay more than the outstanding balance.

Once the payment has been successfully processed and received, the firm will receive a notification confirming the successful payment. The progress of the payment can also be tracked in the invoice Activity list.

To note: While the online payment is being processed, the firm will not be able to manually mark the invoice as paid.

To mark an invoice as fully or partially paid, open the invoice you’d like to update and click Add Payment in the upper-right corner.

To update payment progress for multiple invoices, navigate to Money > Invoices and apply filters as needed. For example, using the Open filter will display only open invoices.

From the invoice list, select the purple Add Payment button on the invoice that needs to be marked as partially paid. This button may appear greyed out if the invoice is not yet open or has already been paid in full.

Once the Add Payment button is selected—either from an individual invoice or from the Invoices tab—a pop-up will appear allowing entry of the payment details. If the invoice was paid in full, select the Paid in full option and click Save. Reports throughout the app will update to reflect the completed payment.

If Partial payment is selected, the pop-up will update to allow entry of the payment amount, payment method, an optional internal note, and the date the payment was received.

If Send updated invoice to the client is selected, the pop-up will update again to allow entry of one or more email addresses for sending the updated invoice.

An invoice can have multiple partial payments. To record an additional partial payment, select Add Payment either from the individual invoice or from the Invoices page by clicking the three-dot menu in the far-right column, then choose Partial payment and enter the new payment details.

As additional payments are added, the remaining balance will update automatically.

If an invoice has been partially paid and it is later determined that the remaining balance is unlikely to be collected, the unpaid portion can be marked as uncollectible. This allows the invoice to be closed rather than remaining open or past due indefinitely, while accurately reflecting that the remaining amount will not be received.

To do this, locate the specific invoice, then click the three dots on the far right to open the available options and select Mark as Uncollectible.

Once completed, hovering over the Uncollectible status will display a breakdown showing both the partial payment received and the remaining amount marked as uncollectible.

📚 If the invoice has already been synced to QuickBooks Online, the status will update in QBO automatically. If it has not yet been sent to QBO, a pop-up will appear asking whether the invoice status should also be updated in QBO, which will send the invoice there as part of the process.

The uncollectible amount is then recorded as a bad debt expense to offset the revenue previously recognized.

To edit or remove a partial payment, navigate to Money > Invoices. From the invoice list, locate the invoice that needs to be updated and select the three-dot icon in the far-right column.

Selecting Edit partial payment will prefill the paid date and amount from the existing partial payment, allowing changes as needed. If Delete partial payment is selected, a warning will appear, as this action cannot be reversed.

Partial payment details are tracked in several areas within Monograph. The sections below outline where this information appears and how it is reflected across the app.

If Send updated invoice to client is selected when recording a partial payment, the invoice will be emailed directly from Monograph. The client will receive an automated email (see image below) that references the invoice, confirms the partial payment amount applied, and includes the date the payment was received, helping keep payment records clear and up to date for both parties.

From the client's view, selecting View Invoice will open the updated invoice and show the new balance after the partial payment is applied. In Monograph, the remaining amount due will be clearly highlighted in red.

The invoice will also display the amount previously paid at the bottom, making it easy for the client to track payments.

In addition to the client-facing updates on the invoice, the activity log is also updated to reflect each partial payment. This creates a clear record of payments and shows which team member entered the partial payment information.

Additionally, at the top of the invoice, the remaining balance will update continuously as payments are applied. Once the invoice is paid in full, the reminder banner will disappear, and the Add Payment button will update to display Paid.

If a retainer and/or taxes are used, those amounts will be shown separately from the previously paid total, as illustrated below.

Each time a partial payment is recorded, the invoice will update accordingly. Once the invoice is paid in full, the remaining balance due will be updated to $0.

Partial payments are tracked in multiple areas of the app, including the Invoices tab, Project Financials, and the Invoices and Payments report. Any area of the app that references the paid amount on an invoice will reflect partial payments. More detailed tracking locations are outlined below.

On the Invoices page, partial payments are reflected in both the Status and Activity columns. When an invoice is partially paid, the remaining balance due is shown below. If that remaining amount becomes past due, it will be displayed in red.

When an invoice has multiple partial payments, Monograph will display the following to identify each one:

If an online partial payment is still processing and a manual payment needs to be recorded, the amount entered cannot exceed the Amount Due. This helps prevent the invoice from being overpaid while the online payment is still processing.

This also applies when an invoice has multiple partial payments. Monograph accounts for both received and processing payments when displaying the amount due.

On the Project Financials page, partial payments are distributed evenly by percentage across the invoice. There is no ability to apply payments to specific line items. Instead, Monograph applies the payment proportionally.

For example, if an invoice total is $100 and $75 has been paid, 75% of the payment is applied evenly across each phase, leaving 25% of each line item remaining. The remaining amounts will appear in the Open column, and if those amounts become past due, they will be displayed in red.