Marking an Invoice as Paid
There are two situations when an invoice gets marked as paid in Trade2Base: automatically when the customer pays via your Stripe link, or manually when they pay by BACS, cheque, cash, or card terminal.
Situation 1: Customer paid via Stripe
When a customer clicks the payment link on their invoice and pays by card through Stripe, Trade2Base receives an instant webhook from Stripe and automatically updates the invoice status to Paid. No action is required from you. The payment also syncs to Xero or QuickBooks if you have those connected.
Situation 2: Customer paid by BACS, cash, or cheque
Go to Invoices in the left navigation. Find the invoice by searching the customer name or invoice number.
Open the invoice and click the Mark as Paid button at the top. This button only appears on invoices with a status of Sent or Overdue.
Choose from the dropdown: BACS, Cash, Cheque, or Card terminal. This is stored against the invoice for your records.
For BACS payments, paste in the bank reference or transaction ID. This makes it easier to reconcile against your bank statement.
Click Confirm. The invoice status updates to Paid immediately. If Xero or QuickBooks is connected, a payment record is also created in your accounting software.
If an invoice is marked paid manually and the customer later disputes it, Trade2Base shows the exact date, time, and payment method you recorded. Use accurate payment methods and add references where possible — this is your audit trail.
Still need help? Contact support