Sometimes you need more than "pay the invoice in full": collecting part of the balance up front, or recording a bank transfer you received outside Cademy. This article covers requesting payments, collecting partial amounts, and recording payments manually.
Requesting payment on an invoice
Open the invoice and choose Request Payment. The dialog offers two options:
Request the full balance - copies the invoice's own payment link. This link always collects whatever is still outstanding, so it stays correct even if the balance changes later.
Request a custom amount - creates a separate payment link for part of the balance. You choose the amount, up to the amount still due.
Either way, Cademy copies the link to your clipboard - no email is sent automatically. Send the link however you like: paste it into an email, a message, or an existing conversation. Payments collected through the link are recorded against the invoice automatically; the invoice itself doesn't change.
Collecting part of the balance
To collect part of the balance up front, create a custom-amount request and send that link. When it's paid, the invoice becomes Partially Paid and its own payment link continues to collect the remaining balance. You can create further custom requests later, or simply share the invoice's own link for whatever remains.
If the invoice's balance drops below a request's amount - for example after a credit or another payment - that request's link stops being payable and tells the customer the balance has changed, so nobody can overpay.
What the customer sees
The payment link opens a payment page on your minisite showing the amount and the invoice it belongs to, with the payment methods you have enabled (card and PayPal). If online payment isn't available, the page asks them to contact you to arrange payment.
If the request has already been settled, the page says Nothing to Pay. If it was cancelled, the page says so and directs the customer to you.
Cancelling a payment request
On the order, each open request shows as a Payment request row on its invoice. Open the row's ⋯ menu and choose Cancel Request. The link stops working immediately - anyone who has it can no longer pay through it - and the invoice itself doesn't change.
Two things happen automatically without you needing to tidy up:
If an invoice is voided (for example when an order is edited and the invoice reissued), its open payment requests are cancelled, and recreated against the replacement invoice. The old links redirect to the new ones, so a customer holding an old link still lands in the right place.
Once a request is paid, it disappears from the requests list and appears as a payment on the invoice instead.
Recording a payment received outside Cademy
If a customer pays you directly - bank transfer, cash, cheque - record it so the invoice reflects reality. Open the invoice (or the order's Manage menu) and choose Record Payment:
Amount is prefilled with the outstanding balance and capped at it, so you can't overpay. Enter a smaller amount for a partial payment - the status updates to "paid", or "partially paid" if the amount is less than the outstanding total.
On orders with more than one payable invoice, choose which Invoice the payment is for.
Paid on records the date you received the money.
The payment is recorded as a manual payment. No email is sent to the customer.
Mark as Paid: settle everything in one click
When an order is fully settled outside Cademy, Mark as Paid does the bookkeeping in one step - it's the same as using Record Payment on each invoice, in one click. Available per invoice or for the whole order:
Every outstanding invoice is settled with a recorded manual payment.
Draft invoices are issued first (dated today), then settled.
No emails are sent to the customer at any point.
The confirm button shows exactly what will be recorded before you commit.