Entering Payments for Customers

How to Record Payments Made by Cash, Cheque, or Bank Transfer and Handle Payment Errors

When a customer pays via cash, cheque, or bank transfer, there are a couple of ways to record the payment in Class Manager.

Method 1: Adding Payments via Billing

1. Click < to the right of Billing.
2. In the expanded menu click Payments.
3. You’ll be directed to your payments list.
4. Click Add, and a prompt will appear asking for the customer’s name, payment method, and amount (the full invoice amount will auto-fill but can be adjusted).
5. You can select which invoice you want to assign it to and the payment will automatically allocate to it.
6. Click Create to confirm.
7. If the full amount is paid, the invoice status will change from Awaiting Payment to Paid in the invoice list.

Method 2: Adding Payments via the Customer’s Page

1. Click < to the right of Customers.
2. In the expanded menu click View All.
3. Find and select the customer you want to add a payment for.
4. Under the Billing tab, click Add Payment follow the prompts to add their payment.

Managing Payment Errors

If you make an error when recording a payment, simply go to the Payments section and delete the incorrect payment entry.

Unassigning payments:

1. Click < to the right of Billing.
2. In the expanded menu click Payments.
3. Locate and select the payment.
4. Navigate to the Assignments tab.
5. To unassign a payment, click the Delete button. This will not delete the payment but will remove the payment association to that invoice. After removing the assignment, the invoice status will be changed to 'Awaiting Payment' or 'Part-Paid'.

You are then able to assign this payment to a different invoice.

Assigning payments:

1. Click < to the right of Billing.
2. In the expanded menu click Payments.
3. Locate and select the payment.
4. Navigate to the Assignments tab.
5. To assign a payment, click the Add button and select the correct invoice to assign the payment to. This will adjust the customer's balance and ensure that the payment is properly allocated.

Payment Receipts for Customers

You can choose whether to send payment receipts to your customers after processing their payments. This setting is adjustable under Billing > Settings > Payment Methods > Edit > and toggle Receipts.


By following these methods, you can ensure that all payments are accurately recorded, keeping your billing process smooth and efficient. If you need any help or have additional questions, don’t hesitate to reach out to our support team for further assistance.