Using Partial Payments with Invoices

While partial payments cannot be made directly in Monograph, you can still track partial payments for any of your invoices. Invoices can be marked as partially paid in the Invoices section or on the invoice itself.

If marking an individual invoice as paid, either fully or partially, navigate to the invoice for which you would like to note a partial payment and then select the Add Payment button in the upper right corner.

If you would like to mark many invoices' payment progress, navigate to Money > Invoices and use the filters if desired. For example, using the Status filter of 'Open' will allow you to just see the open invoices.

Select the purple Add Payment button on the invoice you want to mark as partially paid. This button may be greyed out if the invoice is not yet open or has been paid in full.

Once the 'Add Payment' button has been selected in either the individual invoice or from the invoices tab, a pop-up will show allowing you to enter the details of the payment received. If the bill was Paid in full, select that option and hit Save. Reports will be updated throughout the app to reflect the complete payment.

If 'Partial payment' is selected then the pop-up will adjust allowing you to enter the amount and select the date that amount was received.

If you select 'Send updated invoice to the client' the pop-up will update again, allowing for the input of one or multiple emails to send the updated invoice.

An invoice can have multiple partial payments on it, if you need to submit an additional partial payment, you can repeat the above steps and input the next partial payment information. When you add additional partial payment amounts, the remaining balance will show. The amount entered in the partial payment field cannot exceed the remaining balance.
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If you need to edit or delete a partial payment, navigate to Money > Invoices. From the table, find the invoice that needs to be adjusted and then click the three-dot icon on the far right column. Once selected, the pop-up will show additional options.

Selecting Edit will default to the paid date and amount of the previous partial payment. You can then edit the amount as needed. If 'Delete a partial payment' is selected, then a warning will pop up as this action cannot be reversed.

The partial payment information will be tracked in a number of locations in Monograph, these will be noted further below. If you select to email the client from Monograph, the below email will be sent, noting the amount of the partial payment, the invoice it was paid on, and the date the payment was received.

When 'View Invoice' is selected, it will display the updated invoice. The invoice in Monograph will now have updates on the remaining due in red.

It will also note the amount previously paid at the very bottom of the invoice, allowing for easy tracking by the client. Please note, that partial payments will be applied to the total amount of the invoice. There is no capability allowing for the partial payment to be applied to a specific line item in the invoice.

If you are using a retainer and/or taxes, these amounts will also be separately broken out from the Previously paid amount, as shown below.
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Each time a partial payment is made, the invoice will be updated accordingly. When the invoice has been paid in full, the remaining due will go to $0.

In addition to the client-facing updates in the invoice mentioned above, updates will also be made to the activity log, allowing for an easy view of the partial payment(s) and noting which team member entered the partial payment info.

The top of the invoice will also be continuously updated to show the amount remaining.

Once the invoice has been paid in full, the reminder at the top will go away and the 'Add Payment' button will go to showing as 'Paid'.

Partial payments will be tracked in a number of areas of the app, like the Invoices tab, Project Financials, and the Invoices and Payments report. Anywhere in the app that uses the paid amount in an invoice will reflect the partial payment. More specific tracking can be found below.

In the Invoices page, when a partial payment is made it will be noted in both the Status and the Activity columns. When the amount is partially paid, it will note the amount that is still due below. When this amount is past due, it will turn red.

The Project Financials page will evenly distribute the partial payment amount by percentage. There is no ability to mark which line items have been paid and which have not. Monograph will take the amount by percentage and distribute it evenly. For example, if the invoice is for $100 total and $75 was paid, then that is 75% of the payment and that will be applied evenly across each phase, leaving 25% of each line item total remaining to be paid. These amounts remaining will be shown in the 'Open' column. When the remaining payment is past due, these amounts will show as red.

At this time, partial payments cannot be made through Monograph payments. Electronic payments made via Monograph can only be paid in full.

If you have the Stripe connection enabled and a customer requests to make a partial payment, you will need to go back into Monograph and create separate invoices reflecting the amounts the client wants to pay and resend them.

If a partial payment is made outside of Monograph, the remainder of the invoice cannot be paid through Monograph.