How to mark an invoice as paid
Two clicks. Optional back-dating. Marked-paid invoices feed straight into your annual accountant export so you never have to chase historic data again.
Step 1 — Open Saved Quotes
From your client portal, click Saved Quotes in the top nav. The table shows every quote and invoice you've created, newest first.
Step 2 — Find the invoice
If you have a long list, type into the customer search to filter. The reference column shows the quote ref (e.g. Q-20260415-A8K3M) and any status chips (Awaiting signature, Signed, Paid).
Step 3 — Click the kebab (⋯) on the row
The kebab menu opens with action options: Edit, Repeat, Mark paid, Send for signature. Click Mark paid.
Step 4 — Pick the paid date
A small prompt asks for the paid date in YYYY-MM-DD format. Defaults to today. Common scenarios:
- Just paid today — accept the default and click OK
- Bank deposit landed last week — type the actual deposit date so your accountant export reflects reality
- Customer paid in cash on Friday — type Friday's date
Step 5 — Confirm
Click OK. The row updates instantly:
- Green 'Paid DD/MM/YYYY' chip appears in the reference column
- Kebab menu now shows 'Unmark' instead of 'Mark paid'
- Account history records the mark-paid action with the chosen date
Unmark a paid invoice
If you marked the wrong one, click the kebab again and choose Unmark. A confirm dialog prevents accidents. The chip disappears and the invoice is back to unpaid status. The mark-paid event remains in your account history for audit.
How this feeds into accountant export
The annual accountant export (Account page) only includes paid invoices. The export uses your stored paid dates to filter by UK tax year. So:
- Mark paid as you go — every payment that lands, mark within a day or two
- Accurate paid dates — keeps the export aligned with your bank statements
- End of tax year — click Accountant Export, choose "Previous tax year", get the ZIP
Frequently asked questions
Yes — type any date.
Yes — kebab menu shows Unmark for paid invoices.
No — internal only.
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Last reviewed: April 2026
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