Articles on: Billing & payments

Mark a document as paid or refunded

When a client pays you outside Stripe — by bank transfer, PayPal, Wise or cash — Zendo cannot see the money arrive, so you mark the quote or invoice as paid yourself. If you later return the money, you mark the document as refunded. Both are done on the document in Sales › Billing, not on the order.

Mark a payment or a refund

Check which method the client used. You see it as Payment method in the orders list and in the order's General information.
Find the quote or invoice in Sales › Billing and open its ⋯ menu.
Select Mark as paid, or Mark as refunded if you returned the money.
Enter the Payment date, the day the money arrived or went back.
Confirm with Mark as paid in the dialog.

Mark as paid in the invoice's ⋯ menu (3).

The dialog asks only for the payment date (4). Mark as paid confirms it (5).

The document's payment status then changes to Paid, and the date appears in Paid on. The change is also recorded in the order's History, with the name of the person who made it.

Correct a payment you recorded

If you recorded a payment by mistake, or with the wrong date, fix it from the same ⋯ menu of the paid quote or invoice:

Change payment date changes the day the money arrived.
Undo payment takes the payment back: the document and its order are no longer paid. On a quote, an invoice that the payment created is voided. The client is not told.

An undone payment is recorded in the order's History. The same actions appear on the Quotes and Invoices boxes of your dashboard. See Use the order page.

A payment always covers the whole document

Mark as paid and Mark as refunded ask only for a date. There is no amount field, so a payment or a refund always covers the whole document. An order becomes Partially paid or Partially refunded only when it holds several documents and only some of them are paid or refunded. See Follow orders: fulfillment and payment.

When a client reports a payment

How a manual payment is confirmed

Client chooses a manual method (and sees your Payment details)
Order created (payment expected)
Client pays you outside Zendo
Client selects I've paid?
- yes: Client sees "Reported — waiting for confirmation"; you see Confirm payment
- no: Nothing changes in Zendo
You select Mark as paid on the document (and enter the date)
Payment status changes to Paid (waiting steps, such as an automatic invoice, start now)

In the client portal, a client can click I've paid under your transfer details. The button appears only on a document with a manual payment method, and only while money is still owed. The client enters the date and, if they want, a transfer reference, and then sees "Reported — waiting for confirmation".

On your side, the document shows a Payment reported badge with the date, and its Now line says Your client reported paying on that date, Check the money arrived before you mark it paid. A Confirm payment row appears. Clicking it opens Mark as paid with the date already filled in. The payment status changes only when you save, so you can check your bank account first.

What waits for your confirmation

You need to mark a payment every time a client pays with a manual method. Until you do, two things wait:

an automatic invoice, if the service's Issue an invoice is set to Automatically after payment — see Decide what happens after a purchase;
the start or renewal of a subscription period — see Sell a subscription with packages.

Marking a payment does not change Fulfillment. Fulfillment follows the requests on the order, so an order can be paid but not started yet.

If the client paid with Stripe, there is nothing to mark. The status updates by itself, and Paid on shows the actual payment date.

Updated on: 09/11/2026

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