Keeping track of paid invoices is essential for accurate financial reporting and project management. With this feature, you can manually mark validated sale invoices as paid and easily filter them to see which ones have already been settled.
Available for companies with Projects and CRM.
Overview
This functionality allows Finance teams and Project Managers to mark validated sale invoices as Paid directly from the invoice list or detail view. It also introduces a filter to quickly identify all paid invoices.
When and why it should be used
Use this feature when:
- You’ve received payment outside of Factorial (e.g. bank transfer, cash, external system)
- You want to keep invoice statuses aligned with real-world payments
- You need a quick overview of which invoices are already settled
How to use
- In your sidebar, go to Sales
- Access the Sales invoices tab
- Locate the invoice you want to update
- Ensure the invoice is validated
- Click on Mark as paid on the upper right corner
- Confirm the action in the pop-up dialog
Once confirmed, the invoice status will update to Paid.
Only validated invoices can be marked as paid.
If you cannot see the Mark as paid button, make sure the invoice is validated. Draft invoices cannot be marked as paid.
If the invoice is already paid but still appears as unpaid, refresh the page or reapply the filters to ensure the latest data is displayed.
Tips and best practices
- Only mark invoices as paid after confirming the payment has been received.
- Use the Paid filter regularly to reconcile your records with your bank statements.
- Align internally on who is responsible for updating invoice statuses (e.g. Finance team) to avoid inconsistencies.
FAQ
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Who can mark invoices as paid?
Typically, users with Finance or appropriate permissions, such as PM's and Finance teams can perform this action.
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Does marking an invoice as paid trigger any accounting entry?
No, this action only updates the invoice status within Factorial. It does not generate accounting entries or impact external accounting systems.