Managing Payments

Every payment your business has taken, on one page, with a way to correct the ones that are wrong.

• Payments in the main menu lists invoice payments and quote deposits together
• Search by invoice, quote or customer, then filter by method, accounting status or date
• Reverse a payment that was recorded by mistake, refunded or settled somewhere else
• Link a payment to one already sitting in Xero or QuickBooks, which clears the sync flag that used to be stuck
• Nothing is deleted. A reversed payment keeps who reversed it, when and why

The Payments page is the money-records view. It shows what you have actually received, so it includes quote deposits as well as invoice payments. If your business works from quotes rather than invoices, this is where your deposit money lives.

The Payments Page

Open Payments from the main menu. It sits under Invoices, or under Quotes if your business does not use the Invoices section.

What Each Column Shows

Finding a Payment

• Search matches the invoice number, the quote reference and the customer name
• All payments narrows to Succeeded or Reversed
• Filters adds method, accounting sync state and a paid-from / paid-to date range
• Date, Amount, Method and Customer column headers sort the list
• The footer shows the real total and lets you pick 10, 20, 50 or 100 rows per page

Reversing a Payment

Reversing corrects your records. It says this money should not be sitting against this invoice, and it recalculates the invoice to match.

When to Reverse

• Recorded by mistake. The payment was never received, or it went on the wrong invoice
• Refunded outside CoolEdge. You gave the money back through your bank or your card terminal
• Settled in my accounting software. The money is real, but it was matched in Xero or QuickBooks instead

How to Reverse

Open the row menu on the Payments page, or the same menu on the payment in an invoice's Payment History, then choose Reverse payment.

The dialog tells you what will happen before you commit to it:

• The amount and the method you are reversing
• What the invoice will be left at, for example "Invoice #INV-5013 will go back to owing $275.00"
• A warning naming any accounting organisation that still holds this payment, so you know there is a second job to do
• For a card payment: "This only corrects the record. To return money to the card, refund it in your Stripe dashboard."

Pick a reason, add a note if it helps whoever reads this later, then confirm.

There is no undo. Once a payment is reversed it stays reversed, so read the dialog before you confirm. If the money is genuinely still owed you can record a fresh payment afterwards.

What Happens to the Invoice

The invoice recalculates from the payments that are left. A fully paid invoice drops back to Part-Paid or Sent, and the reversed amount stops counting toward Amount Paid.

Two things do not move:

• A Void invoice stays Void. Reversing a payment on it never brings it back to life
• An invoice that is still covered by its other payments stays Paid

The reversed payment stays in Payment History with the reason, the note and who recorded it, so the audit trail survives.

Removing the Payment at Your Provider

CoolEdge never deletes rows from your accountant's ledger. If the payment had already been pushed to Xero or QuickBooks, the invoice is flagged Needs attention with:

A reversed payment is still applied in your accounting software. Remove it there to match.

Remove the payment at your provider, then press Retry on the badge or wait for the next sync. The flag clears on its own once the two sides agree. See Accounting Sync for how the badges behave.

What Cannot Be Reversed

• Quote deposits. Deposit money is not reversible yet
• Payments imported from your accounting software. Your provider owns those. Remove or void them there and the change comes back on the next sync
• Part of a payment. Reversal is all or nothing. To correct an amount, reverse it and record the right one

Reversing is limited to owners and admins.

Linking a Payment to Your Accounting Software

This solves one specific and previously unfixable problem. You hand-match a bank payment in Xero, then CoolEdge tries to push its own record of the same money, and your provider refuses because the invoice has no balance left. The payment gets stuck reading The payment is larger than the balance owing at your provider and no amount of retrying helps, because retrying just repeats the push that failed.

Linking tells CoolEdge that the payment already in your accounting software is this payment.

How to Link

The row menu offers Link to accounting on any payment carrying that flag, on both the Payments page and invoice detail. You need a live accounting connection.

CoolEdge reads the invoice at your provider and lists the payments on it that it does not already know about, with the amount, the date and the reference. Choose the one that matches and confirm.

The payment is recorded against the provider's copy and the stuck flag clears, in one step. If the invoice had more than one flagged payment, the flag stays up until the last one is resolved, which is correct: there is still something unmatched on that invoice.

Linking works for quote deposits too, which matters if you take deposit money against quotes rather than invoices.

When the Amounts Do Not Match

Linking requires an exact match to the cent. If the amount in CoolEdge and the amount at your provider differ, CoolEdge will not join them, because that would leave the two ledgers quietly disagreeing.

Reverse the CoolEdge payment instead, using Settled in my accounting software. The next sync imports the provider's payment at the provider's amount, which returns the invoice to Paid with one correct record on both sides.

Linking is limited to owners and admins.

Common Questions

Does reversing a payment refund the customer? No. Reversal only corrects your records. To return card money, refund it in your Stripe dashboard. To return money you took by bank transfer or cash, send it back the way it came.

Can I undo a reversal? No. Record a new payment if the money is genuinely still there.

Why can I not see the Reverse or Link action? Both are limited to owners and admins. Link to accounting also needs a live accounting connection and only appears on a payment carrying the exceeds-balance flag.

Does a reversed payment still count in my reporting? No. It is excluded from the invoice's Amount Paid and from every money total. It stays visible as a record.

Where did the old payments table in Settings go? It moved to the Payments page, which is faster and can search, filter and sort. Stripe Connect is still in Settings → Payments.

Related Articles

• Sending Invoices and Getting Paid - Recording payments and how invoice status changes
• Accounting Sync - What the sync badges mean and how to clear the ones that stall
• Understanding Deposits & Amount Due - How deposits are deducted from invoices