Payments

BillCraft tracks what's owed and what's been paid. Record payments as they come in, and set up automated reminders to get paid faster without chasing clients manually.

How payments work

BillCraft does not process card payments — instead, you receive payment through your own bank, PayPal, or any payment link you provide to your clients. You then record the payment in BillCraft to keep your books accurate. Your bank details or payment link go in the Payment Instructions field on each invoice and in Settings → Organisation as templates.

Recording a payment

Open the invoice and click Record Payment. Enter:

• Amount — the amount received. Can be less than the invoice total for partial payments.
• Date — the date you received the payment.
• Note (optional) — a reference, transaction ID, or memo.

After recording:

• If the full amount is covered → status changes to Paid.
• If only a partial amount is paid → status changes to Partial and the remaining balance is shown.

Payment history

Every invoice page shows a full payment history — each recorded payment with its amount, date, and note. You can delete a payment record if it was entered in error.

Payment reminders

Send a reminder email to the client directly from the invoice page by clicking Send Reminder. Choose from the available timing offsets — or set up automated reminders to run without manual action.

Manual reminders

From any sent invoice, click Send Reminder and choose when relative to the due date the reminder applies. The email is sent immediately. You can optionally use the AI to draft a personalised reminder message — see AI Features.

Automated reminders

BillCraft can automatically send reminder emails on a schedule relative to each invoice's due date. The available trigger points are:

Automated reminders require a cron job configured in your deployment environment. Your system administrator can set this up — see the deployment docs for details.