Managing Invoice Payment Collections

Payment collections (incassi) are the payments you receive from your customers for the invoices you’ve issued. FatturaSmart allows you to register these payments and track the status of each invoice: paid, partially paid, or unpaid.

Why Register Payment Collections?

Registering payment collections helps you:

Always know who owes you money and how much
Have a clear overview of your income
Send payment reminders to late-paying customers
Export data for your accountant via the Journal
Monitor cash flow from the Dashboard

Automation: When you register a payment collection, FatturaSmart automatically updates the invoice status and creates an entry in the accounting Journal.

Understanding Invoice Payment Status

Every invoice in FatturaSmart shows its payment status with a colored label:

Status	Color	Meaning
Unpaid	Gray/Red	No payment received. If past due date, shows “Overdue by X days”
Partial	Yellow	You’ve received a partial payment. Shows remaining amount
Paid	Green	The invoice has been fully settled

You can see the payment status in two places:

Invoice list: the label appears next to each invoice
Invoice detail: in the “Payments” section you’ll find all registered payments

Registering a Payment Collection

There are two ways to register a payment collection on an invoice.

Method 1: From the Invoice List

Go to Invoices in the side menu
Find the invoice for which you want to register a payment
Click the Register payment button (or the icon with the money symbol)
The payment registration form will open

Method 2: From the Invoice Detail

Open the invoice by clicking on its number
Scroll to the Payments section
Click Register payment

Filling Out the Registration Form

When the payment registration form opens, you’ll find these fields:

Payment Type

You have two quick options:

Button	What it does
Total (or Balance)	Sets the amount equal to the remaining balance
Partial	Allows you to manually enter a lower amount

Note: If the invoice has already been partially paid, the button will show “Balance” instead of “Total” and will enter the remaining amount.

Fields to Fill In

Field	Required	Description
Payment Amount	✅ Yes	The amount received. Minimum €0.01, maximum the remaining balance
Payment Method	✅ Yes	How you received the payment (Bank Transfer, Cash, Card, etc.)
Date	✅ Yes	The date when you received the payment
Notes	❌ No	Internal notes (e.g., “Bank transfer received on Intesa account”)

Saving the Payment

Fill in all required fields
Click Save
The invoice will be automatically updated with the new payment status

Tip: Notes are only visible to you and your accountant, they’re not sent to the customer. Use them to note useful details like the transfer reference number or originating bank.

Partial Payments

FatturaSmart allows you to register multiple payments on the same invoice. This is useful when:

The customer pays in installments
You receive a deposit and then the balance
The customer pays different amounts at different times

How They Work

First payment: you register an amount less than the total
Invoice status: becomes “Partial” showing the remaining amount
Subsequent payments: you can continue adding payments
Invoice settled: when the sum of payments reaches the total, the status becomes “Paid”

Practical Example

Invoice for €1,000:

First payment: €300 → Status “Partial” (remaining €700)
Second payment: €500 → Status “Partial” (remaining €200)
Third payment: €200 → Status “Paid”

Viewing Registered Payments

To see all payments on an invoice:

Open the invoice by clicking on its number
Scroll to the Payments section

You’ll see:

Progress bar: visually shows how much has been paid
Amount paid / Invoice total
Payment list: each payment with date, amount, method, and notes

If no payments are registered, you’ll see the message: “No payment registered”

Editing a Payment

You can edit some details of a payment that’s already been registered:

Open the invoice
In the Payments section, click on the payment to edit
The edit form will open

What You Can Edit

Field	Editable	Notes
Payment Method	✅ Yes	You can change the method
Date	✅ Yes	You can change the date
Notes	✅ Yes	You can add or modify notes
Amount	❌ No	The amount cannot be modified

Edit the desired fields
Click Save

Amount not editable: If you entered the wrong amount, you must delete the payment and register it again with the correct amount. This ensures the accuracy of accounting data.

Deleting a Payment

If you registered a payment by mistake, you can delete it:

Open the invoice
In the Payments section, click on the payment to delete
Click Delete

What Happens When You Delete a Payment

The payment is removed from the invoice
The invoice payment status is recalculated
The entry is removed from the Journal
If it was the only payment, the invoice returns to “Unpaid”

Warning: Deletion is permanent and cannot be undone.

Restrictions for Healthcare System (Sistema TS) Documents

If you’ve sent an invoice to the Healthcare System (Sistema Tessera Sanitaria), there are some limitations:

Document Status	Can you delete payments?
TS Draft	✅ Yes
Awaiting send to Healthcare System	❌ No
Sent to Healthcare System	❌ No
Delivered to Healthcare System	❌ No

If you try to delete a payment on these documents, you’ll see the message:

“Cannot delete the payment of a document already sent or awaiting send to the Healthcare System”

Why this limitation? Documents sent to the Healthcare System have tax validity and registered payments must be maintained for consistency with data transmitted to the Tax Agency.

Automatic Payment Registration

FatturaSmart can automatically register payment collections for invoices paid with Cash or Card at the time of issuance.

When this feature is active and you send an invoice with these payment methods, the system asks:

Yes, register the payment: the invoice is sent and the collection is automatically registered
Send without registering the payment: the invoice is sent but the collection is not registered

To configure this feature, see the guide: Automatic Payment Registration

Where to Find Payments in the Journal

Every payment you register automatically creates an entry in the Journal (Prima Nota). To view it:

Go to Journal in the side menu
You’ll find the entry with:
- Date: the payment date
- Account: the payment method used
- Customer: the customer name
- Description: invoice type and number
- Income: the amount collected

For more details, see the guide: Using the Journal

Frequently Asked Questions

Can I register a payment higher than the invoice total?

No. The maximum amount you can register equals the remaining balance. If a customer pays more than owed, you’ll need to handle the excess as a credit note or deposit for future invoices.

What happens if I register a payment on the wrong invoice?

Delete the payment from the wrong invoice and register it on the correct one. The Journal entries will update automatically.

Can I register a payment with a date before the invoice was issued?

Yes. FatturaSmart doesn’t block the payment date. You can use any date, useful for registering deposits received before the document was issued.

Are registered payments visible to the customer?

No. Registered payments and their notes are only visible to you, your team, and your accountant. The customer doesn’t receive notifications and cannot see this data.

Can I export only the payments from a specific invoice?

Not from the invoice, but you can do it from the Journal: filter by customer or period and export the desired entries to Excel.

I accidentally deleted a payment. Can I recover it?

No. Deletion is permanent. You’ll need to register the payment again with the same data.

Next Steps

Now that you know how to manage payment collections:

Configure Balance Accounts to organize your collections by bank or method
Enable automatic registration to speed up the process
Use the Journal for a complete view of financial movements

Need Help?

If you have questions about managing payment collections:

WhatsApp: +39 351 410 2536
Email: info@fatturasmart.com

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