Getting Paid

Finance > Receivables is the view of what clients owe you and how late it is. It reads from issued invoices and the payments recorded against them.

If the current ageing report has no clients to show, Nothing is outstanding. appears below the column headings. The message stays visible on a phone without scrolling the table sideways.

Check approved time amounts in the invoice draft before issuing. Corrections to draft time composition do not change existing issued balances. A credit note changes the balance only after it is issued. Review its positive work and any agreed negative adjustments together before issuing. A refused correction explains the problem in its open dialog and retains your reason. For work recognised On invoice, also check the updated revenue.

A credit against a retention release keeps the tax amounts recorded on that release. A partial credit returns only its share to the retention held. Other credit drafts count towards the amount still available. Discard an unused draft before trying to credit that amount again. The balance changes when you issue the credit note.

For tax-inclusive credits, review both the before-tax amount and the total. The credit shares the original line’s remaining net and tax amounts; a full-line credit keeps that line’s recorded tax, including under subtotal rounding. An excessive draft must be corrected before issue and does not change the balance. See Invoices for credit limits, tax rounding, retention and invoice permissions.

Reading it needs any invoice capability. Reminders, statements, holds and promised dates need finance:manage_receivables. Figures appear only with finance:view_prices. Changing an invoice’s disputed status or promised date also needs View invoices for that invoice. Missing view access refuses the change without saving it. See invoice permissions.

Manual and bank-confirmed receipts settle an active plan when they are recorded. Check the updated invoice balance and payment plan together after recording a part payment.

Credit notes adjust their original invoice and do not have a balance to chase, pay or write off. They cannot receive reminder sequences, payment plans or late fees. Review the original invoice or any separate credit on the client account. See Credit notes.

For security-deposit returns or uncollectable held retention, use the deposit and retention actions in the budget Billing tab or invoice composer. These require invoice-issue permission and price access.

Read remittances and external invoices

Open Finance > Receivables > Documents. You need finance:manage_receivables and price access for the client. Creating an invoice also needs invoice drafting or issuing permission. Recording or linking a payment needs finance:record_payments.

1. Choose Upload document and select Customer remittance or External sales invoice.
2. Select the billing entity. Choose the client now or during review.
3. Drop a PDF, PNG, JPEG or WebP file, up to 10 MB, or use the file picker.
4. Choose Upload and read. Runnit reads the document automatically and opens the review screen. Uploading the same file again opens its existing record.
5. Check the original preview beside the extracted fields. PDFs open inside the review screen. Use Previous, Next, Zoom or Read page text when available. On a phone, the preview appears above the fields. Download saves the original file.
6. Confirm the client, currency, references, dates and amounts, then choose Save reviewed fields. Extraction alone does not count as review.

A client name found in a document is a hint. You choose the actual client. Check the reader’s note and any uncertain fields. If reading fails, enter the fields manually, or use Read document again before editing. AI reading uses your organisation’s configured AI access and credits.

If you chose the wrong document type, change Document type in the review form and save. Then choose Read document again to extract the correct fields.

Confirm a remittance

After saving, select the invoices the payment settles and review each allocation. Suggestions use the client, billing entity, currency, invoice reference and amount. Use Find an invoice and Search to find another invoice by number. Your existing selections stay selected when you search. Allocate the full payment total without exceeding an invoice’s current outstanding balance. A payment can partly settle an invoice.

Check that the funds actually arrived, select the received-funds checkbox, and choose Confirm and record payment. A remittance alone does not establish that money was received. No payment is recorded before this confirmation.

If a similar payment is already recorded, select it and choose Link recorded payment. To record a separate payment instead, explain why it is different. Repeated confirmation of the same document does not create another payment. Normal payment permissions and period restrictions still apply.

Import an external sales invoice

Review every description, quantity and unit price before tax. Select the tax rate for each line, or explicitly choose No tax. Check the source totals, save the fields, then choose Create invoice draft. The calculated total, and any entered source subtotal and tax, must agree before the draft can be created.

Open the linked draft to review its invoice preview. It retains the original invoice reference and a link to the source document. It has not been issued or sent. If a matching invoice already exists, choose Link existing invoice instead. This workflow does not import already-issued history or opening balances.

Use the separate supplier invoice workflow for bills you owe. Invoices created in Runnit already have structured fields and do not need scanning. The document inbox reads files you upload; it does not monitor your email or document folders.

Use Dismiss document for an upload you do not need to process. Its original file is retained. Choose Restore for review to bring a dismissed upload back; its fields must be reviewed again. Imported invoices and reconciled payments keep their linked records. If someone edits the document while you are reviewing it, reload the latest fields before confirming.

The ageing

On the Collections tab, clients are rows and age buckets are columns: current, then 1 to 30, 31 to 60, 61 to 90 and over 90 days. Each row shows the total owed, how many invoices are overdue, whether the client is on hold, whether anything is disputed, any promised date, and the client credit available. Average days to pay covers paid invoices across the organisation. It can be unavailable when you don’t have access to all invoices or there isn’t enough payment history.

The report includes invoices you can read. A client or project can have narrower price permissions than your general Finance access. When an amount is hidden, any total that includes it says Not shown. Visible amounts for other clients remain available, and each currency has its own total. Missing amounts aren’t zero. On a narrow screen, scroll the table sideways to reach the totals and actions; the explanation for unavailable totals stays in view.

Two switches change how balances are grouped:

• By due date ages an invoice from when it was due. This is the usual view.
• By issue date ages it from when it was issued.

Choose a client to expand their invoices with the days overdue and the bucket each one falls in.

Days overdue always uses the invoice’s due date, including when you group by issue date. These are current open balances. Choosing an earlier ageing date does not reconstruct the balance that was outstanding on that date.

Review receivables with Ru

Where detailed chat replies are available, ask Ru to review your receivables. You can name a client, billing entity, ageing date and due-date or issue-date basis. The reply shows up to ten client/currency rows, ten invoices and four currency totals, and states how much of the readable report is displayed. Unavailable amounts stay unavailable, and currencies have separate totals.

Scroll the table sideways to see every bucket and the outstanding total. Choose Review current receivables and invoices to open the current Collections view with the same client, entity and basis. That page shows current ageing; it does not keep an earlier ageing date from chat. If invoices or your access change, ask Ru to refresh the review. Reading the view changes no invoice and sends no reminder. See Finance with Ru.

Reminder sequences

A reminder sequence is a named set of steps, each an offset in days from the due date, a channel and who it escalates to. Negative offsets are reminders before the due date. Set them up under Settings > Organisation Settings > Reminder sequences, where you also choose what stops a sequence: the invoice being paid, being disputed, or a promise to pay, and whether a part payment pauses it.

Apply one from the receivables row (Reminders) to pick it up on every open invoice for that client, or in bulk from the invoices list. A single invoice can pause its reminders on its own page.

Reminders pause automatically while an invoice is disputed, and start again from where the sequence left off when the dispute is cleared.

Promised dates and holds

Recording a promised date on an invoice tells the sequence to wait for it, and shows on the client’s row so nobody chases twice.

Putting a client on hold with a reason is the stronger step. It shows on the receivables row and on their billing profile, and issuing a new invoice to a client on hold is refused until the hold is lifted.

Statements

A statement lists every invoice, credit and payment for a client in a date range, with the opening and closing balance. Choose Statement on the client’s row, pick the range, and generate it. In the Statements list, choose Document preview to read its saved contents using the PDF layout. Previewing requires price access and does not send it. Use Refresh preview to reload or Close preview to return to the list. Once the PDF has rendered you can download it or send it, with recipients, a copy to list and a message.

If a hold, promise, reminder or statement action is refused, the explanation appears in its confirmation. Entered dates and reasons remain available for correction. Cancel closes the confirmation and clears its error. Check the current client and invoice before trying again.

Other ways money arrives

A client can pay an invoice online, settle it across a payment plan, or be charged a late fee when it runs over. See Online Payments, Payment Plans and Late Fees.

Payments are otherwise recorded by hand as they arrive, or imported from your accounting system when a connection is on. See Accounting Connections for what a connection carries. To match a payment against your bank statement, see Bank Reconciliation.

Recovering a removed receipt

A receipt can be removed after its credit has been applied or some cash has been refunded. The remaining invoice payment is undone. Credit already applied stays on that invoice, and the spent or refunded amount becomes a separate Receipt recoveries balance. Unused credit is cancelled.

Find these balances in Finance > Receivables, below invoice ageing, or Finance > Payments > Receipt recoveries. Invoice ageing covers invoices; recovery balances are shown separately and are included in total receivables, statements and the cash forecast.

To record a repayment, you need finance:record_payments and the prices view:

1. Choose Details beside the client.
2. Enter the amount already received, Record on date, method and reference.
3. Add a note if needed, then choose Record receipt.

The amount cannot exceed Still to recover. Use a writable date on or after the latest recovery activity. Recording a receipt reduces the balance; it does not transfer money, create another invoice or create available client credit.

If a receipt was entered incorrectly, choose Correct receipt, enter a date and reason, then Save correction. The correction restores that amount once. Use Include fully recovered to inspect completed histories.

On Receivables, Statement beside a recovery generates a statement for that client in the balance’s currency and billing entity, even if no unpaid invoice row remains. Generating statements needs finance:manage_receivables.

Next step

Close the month: Month End, or see when the money is expected in the Forecast.

Refunds must be supported by the original payment’s remaining allocations or unspent credit. An unsupported remainder is refused without recording a partial refund. Manual invoice refunds trace each cash receipt separately and exclude non-cash credits and write-offs. A reason entered when recording a refund is saved with it. See Invoices to review the refund note in payment history. Applied client credit also shows its amount in the invoice currency.

Help from Ru

Ask Ru to explain this workflow, inspect records you can access, or carry out supported steps when you authorise them. Your permissions and approval rules still apply. See Finance with Ru.

A retainer credit that covers its whole fee leaves no amount to collect. The fee and carry remain visible on the invoice. See Retainers for monetary carry and corrections.

If a delivery attempt stops before its outcome is recorded, review the failed send and check with the recipient before sending again. Runnit does not automatically repeat a send with an unknown outcome.

For the saved invoice PDF, secure client link and email delivery status, open the invoice. See Email an invoice.

For invoice documents, Refresh preview reloads the saved values and checks your current access. See Invoices.

If a credit note is blocked by an unconfirmed statutory rule, open its Review these rules action before continuing. Confirmation needs Finance settings permission and applies to the selected billing entity and rule version. See reviewing statutory rules.