Record a payment

VendorDue doesn't pay your vendors: you do, by bank transfer, cash, Zelle, a check or however you like. Recording the payment is how you tell it, so the payout turns Paid and the vendor has a receipt.

Record it#

In Payouts › , then To pay, press Pay on the vendor's row. If you also pay by check, choose Record a payment first.

1. Check the amount. The sheet opens on what they're owed, "Owed since Thu, 1 Oct", and Paying the whole of it. To pay part, press the amount and type what you paid.

2. Choose How you paid. Your country's usual ways come first, like ACH transfer, Zelle or Venmo, then bank transfer, PayPal, Wise, card and cash. Something else lets you type it.

3. Pick When you paid. Use the day the money actually left you, not today, if they differ.

4. Add a Reference if you like, such as your bank's transfer number. It's "for your own records".

5. Leave Email Alder Ceramics a receipt on, unless you'd rather not.

6. Press Record the payment.

The payout is Paid, it leaves To pay, and the payment gets a receipt number like R-2026-0031.

Amounts that don't match#

Part of what's owed. The rest stays in To pay, and the payout reads Part paid for both of you.

More than one payout. A payment covers their oldest unpaid payout first, then the next.

More than they're owed. VendorDue asks: "That is $10.00 more than Alder Ceramics is owed. Record it and take it off their next payout?" Yes keeps the extra as credit, shown as Paid ahead in Upcoming, and their next payout is that much smaller.

A different currency arrived. If you paid $72.00 but they received rupees, press They received a different amount and fill in What arrived and In which currency, like INR. VendorDue keeps both.

The receipt#

Each payment has a receipt with its own number: the vendor, the amount, how and when you paid, your reference, and every payout it paid. Your vendor sees the same receipt on their page, and gets it by email if you left that on.

Find any receipt in Payouts › , then History: open the payout and switch to its Receipt. Download receipt saves it as a PDF.

Fix a payment you recorded#

Recorded the wrong amount, the wrong vendor, or a payment that bounced? Void it.

1. Open the payout in Payouts › , then History and switch to its receipt.

2. Press Void this payment.

3. Say why, like "Recorded twice". "The receipt keeps its number and says why. What it paid goes back to To pay."

4. Press Void it.

Then record it again, correctly. The voided receipt stays in the record, marked as voided, so nobody is left wondering where a payment went. Your vendor sees that it was voided too.

When it looks wrong#

The vendor says they weren't paid, but it says Paid#

Open the receipt: it shows how and when you said you paid, and your reference. Check that against your bank. If the payment never went, void it and pay them. If it was sent with Send now, its timeline shows what PayPal said.

I recorded a payment for the wrong vendor#

Void it on that vendor's receipt, then record it for the right one.

Common questions#

Does VendorDue check my bank?

No. A recorded payment is your word that you paid. VendorDue keeps the record; it can't see your bank. More

Can I record a payment for a vendor with nothing in To pay?

Only against a landed payout. To pay early, use Pay now, which lands their payout and records the payment together. More

Can I delete a payment?

No. Void it with a reason. The record keeps both, so the history always adds up. More

Does the vendor see my reference?

Yes, it's on the receipt. Don't put anything there you wouldn't want them to read. More