Mark an Invoice as Paid

Who this guide is for

Business Owners, Sole Traders, Admin, Supervisor, and Finance.

Overview

Record a payment received outside an integrated payment provider — bank transfer, cash, or a manual card payment — against an invoice.

Before you start

• Mark as Paid is only available when Xero is NOT connected. If your business is connected to Xero, payment is recorded in Xero and syncs back to MyApprentice — see Push an invoice to Xero.
• The invoice must be in a status that accepts a payment record — typically Sent or Overdue.
• Have the payment date, amount, method, and any reference (such as a bank transaction reference) ready.

Steps

1. Open Invoices (or Quotes and Invoices).
2. Find the invoice. Filter by Sent or Overdue if you have many.
3. Reach Mark as paid either:
   • From the invoice row, select the three-dot menu next to the amount and choose Mark as paid, or
   • Open the invoice and select Mark as Paid.
4. Record the payment date, payment amount, payment method, and reference.
5. Confirm.

What happens next

The invoice status updates to Paid and drops out of outstanding-invoice lists. Reminders for the outstanding amount stop. If Xero is connected, the paid status syncs to Xero on the next push or sync cycle.

Note: Mark as Paid depends on Xero, not Stripe — it is available only when Xero is not connected. With Stripe connected (and no Xero), a card payment records the invoice as Paid automatically; you can still use Mark as Paid for payments made by other means.

Related guides

Send an Invoice to the Client, Push an invoice to Xero, Set payment methods and terms.