B2B customers often pay outside the payment gateway: by bank transfer (NEFT, RTGS, IMPS), cheque or cash. Record these payments in BillHive so invoices are settled and any subscription waiting on payment is activated.
Recording a Payment
- Navigate to Customers and open the customer account.
- Open the Transactions tab and click Add New.
- Select the Transaction Mode (for example Bank Transfer), the Transaction Date and the Currency.
- Enter the Reference ID (the bank’s UTR or the cheque number) and the Amount.
- Click Save.
How the Payment Is Applied
BillHive applies the payment to the account’s open invoices (status Posted, Partial or Overdue) oldest due date first, so a late payment settles the overdue invoices first:
- Invoices are fully paid one by one, starting with the earliest due date.
- When the remaining amount is smaller than the next invoice’s balance, that invoice is part-paid and its status becomes Partial.
- If money is left after every open invoice is paid, the remainder is added to the account’s credit balance.
Invoices with the same due date are settled in the order they were posted.
Example. An account has two open invoices of ₹1,000 each, due 13 Oct and 18 Oct.
| Payment | Invoice due 13 Oct | Invoice due 18 Oct | Account credit balance |
|---|---|---|---|
| ₹1,000 | Paid | Posted, ₹1,000 due | — |
| ₹1,500 | Paid | Partial, ₹500 due | — |
| ₹2,500 | Paid | Paid | + ₹500 |
Subscriptions Waiting on Payment
When a payment fully pays an invoice, BillHive marks that invoice’s payment request as paid and continues any workflow waiting on it. A new subscription invoiced to an account with Net Term Days = 0 activates as soon as its invoice is paid this way, exactly as if the customer had paid through the payment link.
A partial payment does not activate the subscription: the order keeps waiting until the invoice is paid in full.
For accounts with net term days greater than 0, subscriptions activate when the invoice is issued, without waiting for payment. See Net Term Days.