How to Record a Payment in Nastrum Books - Complete Guide (2026)

You have sent an invoice. Your customer has paid. Now what? Recording the payment properly is what closes the loop: it updates the invoice status, creates a bank transaction, adjusts your cash flow, and keeps your books accurate without manual double-entry.

This guide walks through the full payment recording process in Nastrum Books, including partial payments, payment receipts, automatic transaction creation, and how everything flows through to your dashboard and reports.

New to Nastrum Books? Start with setting up your company, then create your first invoice.

Every step from the video is written out below with additional detail.

Before you start

To record a payment, you need an existing invoice. If you have not created one yet, follow our invoice creation tutorial.

You also need at least one bank account set up in Nastrum Books so the payment can be deposited somewhere. Go to Banking > Accounts to add one if you have not already.

Step 1: Open the invoice

Navigate to Invoices in the left sidebar. You will see your invoice list with KPI cards at the top showing:

• Total Invoices - how many invoices you have created
• Total Revenue - sum of all paid invoices
• Pending Amount - invoices sent but not yet paid
• Overdue Amount - invoices past their due date

Find the invoice you want to record a payment for. You can filter by status (Draft, Sent, Paid, Overdue) or search by invoice number or customer name.

Click on the invoice to open it.

Step 2: Click Record Payment

On the invoice detail page, click the green Record Payment button in the top action bar.

A payment modal opens showing:

• Invoice number and customer name at the top
• Outstanding balance - the amount still owed

Step 3: Fill in the payment details

The payment form has the following fields:

Amount

Pre-filled with the full outstanding balance. If the customer made a full payment, leave this as is. For a partial payment, change the amount to what was actually received.

Date

Defaults to today. Change it to the actual date the payment was received if different from today. This matters for accurate cash flow reporting.

Payment method

Select how the customer paid:

• Bank Transfer - direct bank deposit, wire transfer, or ACH
• Cash - physical cash payment
• Card - credit or debit card
• Cheque - paper cheque
• Other - any other method

Deposit to

Select which bank account the money was deposited into. If you have multiple bank accounts (e.g., a business checking account and a savings account), pick the correct one. This ensures your bank account balances stay accurate.

Reference / Note

Optional field for a transaction ID, cheque number, or any note for your records. For example: “Wire transfer ref: TXN-29384” or “Cheque #1045”.

Attachments

You can upload proof of payment here: bank statement screenshots, payment confirmation emails, or cheque images. Supported formats: PDF, JPG, PNG, Excel, Word (up to 5 MB).

Click Record Payment to save.

Step 4: Payment confirmed

After recording, several things happen automatically:

Invoice status updates

The invoice status changes from “draft” or “sent” to “paid” (for full payments) or “partially paid” (if the amount was less than the balance). The green “Payment recorded” confirmation appears in the top right corner.

Record Payment button disappears

If the invoice is fully paid, the Record Payment button is removed from the action bar since there is nothing left to collect. For partially paid invoices, the button stays with the remaining balance shown.

Balance updates

The invoice now shows:

• Total - the original invoice amount
• Amount paid - what has been received
• Balance due - what remains (zero for fully paid invoices)

Step 5: Automatic transaction creation

This is one of the most powerful features of Nastrum Books. When you record a payment on an invoice, a corresponding bank transaction is automatically created in your banking records.

Navigate to Banking > Transactions and you will see a new entry:

• Amount - matches the payment amount
• Type - Income
• Description - “Payment for invoice INV-XXXX”
• Account - the bank account you selected in the payment form
• Reference - linked to the invoice number
• Category - automatically set to “Sales”
• Status - Mark created / Unreconciled

You do not need to manually enter the transaction. The payment on the invoice and the bank transaction are linked. This eliminates double-entry and keeps your books in sync.

Step 6: View the Transactions page

The Transactions page gives you a complete picture of all money movements:

KPI cards

• Total income - all income transactions
• Total expenses - all expense transactions
• Net cash flow - income minus expenses
• Unreconciled - transactions not yet matched to bank statements

Filters

Filter by type (income, expense, transfer), account, status, and date range. Quick date filters include Today, 7 days, 30 days, This month, Last month, and This year.

Charts

• Cash flow over time - visualises your inflows and outflows
• By category - donut chart showing spending distribution

Every payment recorded on an invoice automatically appears here. No extra steps needed.

Step 7: Invoice PDF with PAID stamp

Go back to the invoice and click Preview PDF. The invoice now shows a green PAID stamp next to the invoice title. The “Amount Paid” line at the bottom matches the total.

This is the version you would send to your customer as confirmation. The PAID stamp provides clear documentation that the invoice has been settled.

Step 8: Generate a Payment Receipt

Nastrum Books can generate a professional Payment Receipt PDF. This is a separate document from the invoice that specifically confirms receipt of payment.

The payment receipt includes:

• Your company name and address in the header
• Receipt number (auto-generated, e.g., RCP-INV-0002-1)
• Date of payment
• Invoice number it relates to
• Amount received prominently displayed
• Payment method (Bank Transfer, Cash, etc.)
• PAID badge
• Customer name and email
• Deposit account
• Thank you message

This document is useful for:

• Customers who need proof of payment for their own records
• Tax documentation
• Audit trails
• Businesses that require official receipts

Step 9: Download and share

From the invoice detail page, you can:

• Download PDF - save the paid invoice to your computer
• Download Receipt - save the payment receipt
• Print - print either document directly
• Send Email - email the paid invoice or receipt to your customer (if email delivery is configured)

Both PDFs are professional, branded with your company logo and details, and clearly marked as PAID.

Step 10: Dashboard updates automatically

Navigate to your Dashboard to see how the payment has affected your financial overview.

KPI cards update

• Total Revenue increases by the payment amount
• Outstanding Invoices count decreases
• Total Bank Balance increases

Charts update

• Cash Flow chart shows the new inflow
• Revenue vs Expenses chart reflects the new revenue
• Accounts Receivable decreases (less money owed to you)
• P&L Snapshot updates with the new revenue figure

Other dashboard sections

• Top Customers - ranked by total revenue, updates with the new payment
• Recent Invoices - shows the updated status (paid)
• Upcoming Deadlines - removes the paid invoice from the list
• Business Insights - may flag concentration risk if one customer dominates revenue

All of this happens automatically. You recorded one payment, and every report, chart, and metric in the system updates in real time.

Recording partial payments

Not every customer pays in full at once. Nastrum Books handles partial payments seamlessly:

1. Open the invoice and click Record Payment
2. Change the amount to the partial amount received (e.g., $200 out of $639)
3. Fill in date, method, and account as usual
4. Click Record Payment

The invoice status changes to “Partially Paid”. The Record Payment button remains available for the next payment. The balance due shows the remaining amount.

You can record as many partial payments as needed. Each one creates a separate bank transaction and appears in the Payments tab on the invoice.

Viewing payment history

On any invoice, click the Payments tab to see the complete payment history:

• Date of each payment
• Amount
• Payment method
• Bank account deposited to
• Reference notes

This gives you a full audit trail of how and when each invoice was paid.

How payment recording connects to reports

When you record a payment, it flows through to multiple reports:

You do not need to update any of these reports manually. They all pull from the same source of truth.

Frequently asked questions

Can I record a payment in a different currency?

Yes. If the invoice was issued in a different currency (e.g., USD invoice for a customer but your base currency is AED), the payment is recorded in the invoice currency and automatically converted to your base currency using the exchange rate at the time of payment.

Can I delete or edit a payment?

Yes. Go to the Payments tab on the invoice, find the payment, and click edit or delete. The invoice status and bank transaction will be updated accordingly.

What if the customer overpays?

Record the full amount received. Nastrum Books tracks the overpayment as a credit on the customer’s account, which can be applied to future invoices.

Can I record payments in bulk?

Currently, payments are recorded per invoice. For customers who pay multiple invoices at once, record the payment on each invoice individually. Bulk payment recording is on the roadmap.

Does recording a payment send an email to the customer?

Not automatically. You can manually send the paid invoice or payment receipt via email from the invoice detail page.

What payment methods are supported?

Bank Transfer, Cash, Card, Cheque, and Other. You can select the appropriate method for each payment.

Can I attach a receipt or proof of payment?

Yes. The payment modal includes an attachments section where you can upload bank screenshots, payment confirmations, or cheque images.

Is there a limit on payments per invoice?

No. You can record as many partial payments as needed until the invoice is fully paid.

Ready to get paid? Sign in to Nastrum Books and record your first payment, or create your free account to get started.