This article covers how to manually add a payment to an invoice and how to process a refund in Keap™. Adding a payment to an invoice allows clients to see their complete payment history directly on the invoice.

Why Add Payments and Refunds to Invoices

Displaying payments and refunds on an invoice gives clients a clear record of their payment history without requiring a separate communication. Both manually recorded payments and processed refunds appear in the invoice payment history section, making it easy to track the full transaction record for each invoice.

Add a Payment to an Invoice

An invoice can be accessed from two locations. Navigate to the invoice using either method before proceeding.

Option 1 — From the Sales section: Navigate to Sales, then select Invoices.

The screenshot above shows the Invoices list in the Keap Sales section.

Option 2 — From a contact record: Navigate to the contact record and locate the invoice in the activity history.

The screenshot above shows an invoice card in the contact record activity history.

1. Select the invoice card to open the invoice.

   

   The screenshot above shows the invoice card that can be selected to open the full invoice.

2. Select Add Payment at the bottom of the invoice.

   

   The screenshot above shows the Add Payment button at the bottom of the invoice.

3. The full invoice amount is displayed by default. Adjust the payment amount if needed.

   

   The screenshot above shows the Add Payment screen with the payment amount field pre-filled with the full invoice amount.

4. Select the Payment type.

   

   The screenshot above shows the Payment type dropdown on the Add Payment screen.

5. Select Add to record the payment.

   

   The screenshot above shows the Add button used to confirm and record the payment.

6. Scroll to the Payments for this invoice section to confirm the payment has been recorded.

   

   The screenshot above shows the Payments for this invoice section with the recorded payment visible.

Process a Refund on an Invoice

1. Navigate to the invoice in the contact's activity history.

   

   The screenshot above shows the invoice card in the contact activity history.

2. Select the payment to be refunded.

   

   The screenshot above shows the payment entries in the invoice detail page where a payment can be selected to begin the refund process.

3. Select Refund. Once the refund is complete, return to the invoice to confirm the refund appears in the payment history.

   

   The screenshot above shows the Refund button on the payment detail screen and the refund recorded in the invoice payment history.

Frequently Asked Questions

What does this article cover?

This article covers how to manually add a payment to an invoice and how to process a refund in Keap. For help creating invoices, see the Keap invoicing documentation.

Can a partial payment be recorded against an invoice?

Yes. When adding a payment, the full invoice amount is pre-filled by default but can be edited to record a partial payment. Multiple partial payments can be recorded against the same invoice.

Will the refund appear on the invoice for the client to see?

Yes. Once a refund is processed, it appears in the Payments for this invoice section of the invoice, giving the client a complete record of all payments and refunds associated with that invoice.