How to Record Payments Received Outside PayFast

Not every payment comes through PayFast. A client may pay by EFT, cash, card machine, or another channel. Pulse lets you record those payments so the invoice, balance, and Payments page stay accurate.

Find the payment item

Open Payments and find the active item connected to the invoice or job. Use search, status filters, or the client filter if the list is busy.

Open Record Payment

Choose Record Payment. Pulse opens a modal with the payment amount, date, payment method, reference, and notes.

Enter the amount received

If the client paid the full balance, record the full amount. If the client paid only part of the balance, enter the amount actually received. Pulse keeps the remaining balance outstanding.

The amount cannot be zero and cannot exceed the outstanding total. This protects the invoice from accidental overpayment entries.

Add the method and reference

Use the payment method field for EFT, cash, card, bank transfer, or another method your team recognises. Add the bank reference, receipt number, or note that will help you reconcile later.

What changes after recording

After you record the payment, Pulse updates the invoice amount paid and balance due. If the invoice is fully paid, the status becomes paid. If money is still outstanding, the status becomes partial and the remaining balance stays visible in Payments.

Remaining balance links

If PayFast is configured and the invoice still has a remaining balance, Pulse can refresh the payment link so it points to the outstanding amount instead of the original full total.

Why this matters

Recording offline payments means your team can use one Payments page for all collection work, regardless of whether the client paid through PayFast or another method.