This guide is for System Admins who need to request all or part of an invoice balance, or record money already received outside Cademy.
A payment request is a link asking someone to pay. Creating or sharing it does not mean money has arrived. Record Payment records money you have already received, such as a bank transfer. It does not take money from the customer.
Check the order, invoice, payments and credits before any financial action. If their balances disagree, stop and give Cademy Support the order and invoice references. Do not record a second payment to correct a display problem, or retry a payment whose outcome is unknown.
Request payment on an invoice
Open the Admin Dashboard as a System Admin. Select Orders, then the Invoices tab.
Find and open the invoice. Check Billed To, Lines Covered and Amount Due to confirm the customer, purchase and balance.
Select Request Payment…. You can also start from the order: expand Invoices & Payments and select Request Payment on the invoice’s card. The Request a Payment dialog shows the invoice reference and outstanding amount.
Choose Request the full balance or Request a custom amount, as explained below.
The invoice must be issued with money still due. Draft, Void and settled invoices cannot be paid through a request. Cancelled orders cannot be paid, and neither can orders whose payment status is Abandoned: online checkouts that were started and not completed. An action appearing on an old record is not proof that the record remains payable.
Request the full balance: select Copy Payment Link. This copies the invoice’s existing link. It collects the outstanding balance at payment time, not a fixed amount saved when you copied it. On an order being paid by monthly instalments, the link can open a page headed Your Payment Plan instead, which lists the monthly payments and offers only the amount due now, or no payment button when nothing is due yet.
Request a custom amount: enter Amount, greater than zero and no more than the invoice balance, then select Create & Copy Link. This saves a separate fixed-amount request and copies its link.
The success message is Payment link copied for the full balance, or Payment request link copied for a custom request. Share it only with the intended recipient using your chosen email or message. These buttons do not send an email automatically. Anyone with the link can open its payment information.
To find an open custom request later, open its order from Orders, expand Invoices & Payments and find the correct invoice. Its Payment request row shows the amount and date. Open the row’s three-dot menu, labelled Payment request actions, and select Copy Link. The full-balance link does not create a separate request row.
Staff can still share a direct request or invoice link when automatic payment links are hidden. The setting does not invalidate links already shared. For the setting and its limits, see Set Up and Manage Invoices and Receipts.
Request part of the balance
Use Request a custom amount when you want to collect a specific part of an issued invoice. This does not split the invoice or create a monthly payment plan. It also does not change the invoice’s payment deadline.
Fictional example: an invoice has £300 due and you request £100. After that payment succeeds and is recorded against the invoice, £200 remains due if there are no other payments or credits. Check the invoice’s Payments and Amount Due, or its card under the order’s Invoices & Payments. Do not use the copied link or a customer’s attempted payment as evidence of success.
When a paid request is no longer open, it disappears from the open-request list; the payment remains on the invoice. You can create a further request for the remaining balance or share the invoice’s full-balance link.
A fixed request does not reserve that amount or automatically shrink when another payment or credit reduces the balance. If its amount exceeds what is still due, the payment page refuses that request and asks the customer to contact you. Check the current balance before supplying another link.
What the customer sees
The link opens a page on your minisite showing the requested amount and invoice. Card and PayPal are offered when enabled and available for this payment. If neither is available, the page asks the customer to contact the course provider to arrange payment.
Nothing to Pay on a settled payment-request page means that request has been settled. It does not mean every invoice on the order is paid.
This Payment Request Was Cancelled means that request is no longer payable.
This Payment Request Is No Longer Available means the invoice cannot currently support that requested payment, including a balance lower than the fixed request amount.
A cancelled order, void invoice or unissued draft has a separate non-payable explanation.
Check Cademy’s recorded payment and the payment provider if an attempt is pending or the outcome is unclear. Do not ask the customer to pay again merely because a page has not updated.
Cancel an open payment request
Cancelling an ordinary request stops payment through that request; it does not cancel the order, reduce the invoice balance or refund money already collected. If a payment was already in progress, confirm its actual outcome before assuming the cancellation prevented collection.
An Instalment payment request (automatic) belongs to a monthly schedule. Cancelling its link does not cancel the schedule. The daily process creates another request when eligible instalment money is still due. Do not use Cancel Request as a way to stop the customer’s payment plan.
As a System Admin, select Orders and open the order.
Expand Invoices & Payments and find the intended invoice and open Payment request row.
Open that row’s Payment request actions three-dot menu and select Cancel Request….
Check the amount in Cancel This Payment Request?. Select Cancel Request only if this is the request you intend to stop.
Wait for Payment request cancelled, then check that the open row is removed.
An invoice change is different from manually cancelling a request. Voiding an invoice cancels its open requests. During void-and-reissue, requests are recreated only when the updated invoice is being sent; their amounts are limited to the replacement balance, oldest first. A recreated request’s old link redirects to the new request. Where no replacement request exists but the invoice was replaced, the old link can lead to the replacement invoice’s full balance. Do not assume an old link still asks for its original amount. Check the replacement before sharing it.
Record a payment received outside Cademy
Use this only after confirming the money was received. Record a partial amount here rather than marking the whole invoice paid.
Do not rely on recording payment being silent. It updates payment records and can trigger the order’s payment-related email workflows, including applicable instalment receipts. The form is not an email composer, but that does not guarantee no email. Check the order’s Emails section afterward; see View Email History for Contacts, Team Members, Orders and Registrations.
As a System Admin, select Orders, then Invoices. Open the issued invoice and check the customer, items and outstanding balance.
Select Record Payment. You can also start from the order: expand Invoices & Payments, open the invoice’s More menu and select Record Payment, or select Record Payment in the order’s Manage Order menu. The Record payment dialog shows the order’s Outstanding, Total cost and Already paid amounts.
Check Amount. It is prefilled from the available balance; replace it with the amount actually received. It must be greater than zero and within the displayed limit.
If Invoice appears because the order has more than one payable invoice, confirm the correct invoice. Changing it can reset Amount, so recheck your amount afterward.
Set Paid on to the date you received the payment. It starts at today.
Select Record payment. Wait for Payment recorded, then reopen or refresh the invoice and check the payment entry, date and remaining balance.
The payment is stored as a manual payment against the selected invoice and its order. It is not a new card charge or bank transfer. Draft and Void invoices are not eligible for this form. For an order with several invoices, recording one payment does not settle the other invoices.
If the form is unavailable, check your System Admin access, the order state and whether an issued invoice has a balance. If the displayed limits conflict with the records, contact Support with the order and invoice references instead of increasing an amount to force a result.
What Record Payment changes on the order
Record Payment also sets the order’s payment method to manual. It does this every time, including when you record only part of the amount due, and whether the order was placed at checkout or billed by invoice. A later online payment does not change the method back.
While an order’s payment method is manual, the customer’s order page in their account does not show its INVOICES section. The customer then has no Download PDF or Pay Invoice button there, even when money is still due.
Some automatic emails depend on the order’s payment method, so they can stop for that order. For example, on a deposit order placed at checkout, if you record a part payment and the balance is paid later, Cademy does not send the customer the Payment received email.
What to do for the customer:
To give them the invoice: select Orders, then the Invoices tab, open the invoice and select Download PDF. The PDF opens in a new browser tab. Save it from there and send it to the customer yourself.
To collect money still due online: copy a payment link with Request Payment…, as described in “Request payment on an invoice” above, and send it to the customer. The payment page does not check the order’s payment method, so the link can still be paid on a manual-payment order.
Mark an invoice or order as paid
Use Mark as Paid only when the full outstanding amount shown has already been received outside Cademy. It records manual payment, not a non-financial status note or a discount. For credit or refunds, use the corresponding financial procedure instead.
Mark as Paid records the payment at the current date and time. It has no Paid on choice. If the money arrived on an earlier date, use Record Payment on an eligible issued invoice so you can enter that date. For an unissued draft, first follow the Issue Now instructions in Split or Schedule Invoices for an Order; issuing the draft is a separate action that can send its invoice email.
Do not rely on the confirmation dialog’s statement that no emails are sent. Mark as Paid suppresses the customer email for issuing a draft during this action, but recording the payment can still trigger applicable payment-related workflows, including instalment receipts. Check the order’s Emails section afterward; see View Email History for Contacts, Team Members, Orders and Registrations.
As a System Admin, open the order from Orders and expand Invoices & Payments.
For one issued payable invoice, select Mark as Paid on its card. For a draft, open its More menu and select Mark as Paid. To settle the order’s listed outstanding invoices together, use the order’s Manage Order menu and choose Mark as Paid.
Read Mark This Invoice as Paid? or Mark This Order as Paid?. Check every listed invoice and amount. Drafts are labelled Draft invoice and will be issued now, not on their previous schedule.
Check the total on the single confirmation button displaying Mark as Paid, Record and the amount. Select it only when that total matches the money actually received.
Wait for Order marked as paid or Invoice marked as paid with the recorded amount. Refresh the order and check each listed invoice’s payment and balance. A success for one invoice is not proof that all invoices were settled.
A draft is issued with today’s issue date before its manual payment is recorded.
Mark as Paid, confirmed in one of the two windows above, does not change the order’s payment method. Unlike Record Payment, it does not by itself hide the INVOICES section on the customer’s order page. See “What Record Payment changes on the order” above.
Order-wide processing handles invoices one by one. If one fails, earlier invoices can already have been settled. Refresh and check every listed invoice before trying again. Give Support the failed invoice reference and visible error if the outcome is unclear.
A payment or Paid label does not by itself prove that every registration has the intended course access. Approval, order and registration states still matter. Check learner access separately, especially after partial payments or credits.
Frequently asked questions
Does creating a payment request send an email?
No. Create & Copy Link saves the custom request and copies its link. You choose how to share it. Creating a request is not collecting a payment.
Does a partial request change the invoice deadline?
No. It asks for a fixed amount against the invoice. The invoice and its deadline remain separate.
Can I cancel the full-balance link as a payment request?
No. Copy Payment Link uses the invoice’s standing link and does not create an open request row. Do not cancel or void the invoice just to tidy a copied link.
Does Record Payment collect money from the customer?
No. It records money you have already received outside Cademy. Do not use it before confirming receipt.
Does Mark as Paid guarantee that no email will be sent?
No. Draft-issue email suppression is not a guarantee that payment-related workflows remain silent. Check the order’s email history and the payment arrangement.
Why did an automatic instalment request return after cancellation?
Cancelling the request does not cancel the instalment schedule. The daily process creates a fresh request while the schedule remains eligible and instalment money is due.