Recording and managing payments

When a customer pays you outside RTOPilot — by cash, bank transfer, or another method — you can record that payment against the invoice so its balance stays accurate. This is done by Administrators from the invoice itself.

Record an external payment

1. Go to Payments → Invoices and open the finalised invoice.

2. Select Add Payment in the header or on the Payments card.

3. Enter the amount and the date the payment was received, choose the payment method, and confirm with Record Payment.

For invoices that were issued through RTOPilot's card payments, the button reads Settle Invoice Externally and records the full remaining balance as paid outside RTOPilot.

Only record a payment once you have actually received the money — recording it here marks the invoice as paid.

📷 Screenshot to be added: the Add Invoice Payment dialog.

How many payments an invoice takes

Enrolment and enrolment-lead invoices can be paid off across multiple payments, and every payment and refund is listed against the invoice. Corporate booking invoices currently take a single full payment.

Edit the date of a manual payment

If you recorded an external payment with the wrong date, you can correct it.

1. Open the payment — from the invoice's Payments list, or from Payments → Student Payments → Payments.

2. Next to the date, select Edit date. This option only appears for externally recorded payments.

3. Choose the new date and time and select Save date.

Changing a payment's date changes how it appears in any payment reports you have already generated, so re-generate any affected reports afterwards to keep them accurate.