Handle Partial Payments

Accept deposits, staged amounts, or ongoing instalments while Toolfy tracks the remaining balance for you.

How partial payments work automatically

• Customer pays any amount using the invoice portal or payment link.
• Toolfy records the payment automatically and subtracts it from the total.
• Invoice status switches to Partially paid with the remaining balance displayed.
• Further payments continue to chip away until the balance hits £0 and status changes to Paid.

Record a manual partial payment

1. Open the invoice (Invoices → search/filter → open details).
2. Click Record payment.
3. Enter amount received, payment method (cash, bank transfer, cheque, etc.), and the date.
4. Add a note (e.g. “Deposit before parts ordered”).
5. Save—the invoice updates to Partially paid and shows the remaining balance.

Use payment plans wisely

• Agree on a schedule before starting the job (e.g. 50% upfront, 25% midway, 25% on completion).
• Log each stage as a partial payment so the customer sees transparency.
• Use payment reminders to nudge customers before each milestone is due.
• Consider adding a small admin fee if payment plans extend beyond 60–90 days.

Customer portal highlights

• Customers can return to the same link to see the outstanding balance.
• The payment history shows all past instalments with dates and methods.
• Invoices stay Partially paid until the balance hits £0, so your team never loses track.

Common scenarios

Good to know

• If a customer pays in full later, Toolfy auto-reconciles and marks the invoice Paid.
• You can always edit or delete a manual entry if a mistake slips in (until the invoice is finalised).
• For payment plans, consider cloning the invoice into smaller instalment invoices if you prefer separate documents.

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