While the easiest way to get paid is directly through HoneyBook, you may occasionally receive payments outside the platform—such as cash, check, or other offline methods. In these cases, you can manually mark payments as paid to keep your invoices, reports, and bookkeeping records accurate.
📣 Note
You can only mark a payment as paid when the invoice uses a Preset plan in the payment plan settings. This option isn’t available if the invoice is set to Client selects plan.
Mark an invoice payment as paid
Use this method if the smart file has already been sent to your client.
Open the smart file (via search or from the project workspace)
Locate the Invoice section
Select the payment you want to update
Click Mark as paid
Enter the payment method and date
Select Mark as paid: $[amount]
The payment will now appear as Deposited in the file’s Action Summary.
For bookkeeping purposes, if you’re using the HoneyBook and QuickBooks integration and receive a payment outside of HoneyBook, manually marking the payment as paid allowsQuickBooks to match the transaction in your bank feed when applicable.
Mark a payment as paid on a drafted smart file
If a client has already paid before you finalized your smart file, you can still record that payment. Choose one of the following options:
Option 1: Delete the draft (removes changes)
Open the file from the Files tab in the project workspace
Select the version history under the file name
Find the draft version and select Edit draft
Select the three-dot icon > Delete draft > confirm
Once the draft is removed, mark the payment as paid using the steps above.
Option 2: Keep changes and update the file
Mark the payment as paid on the draft file
Select Update & Share
Add a message or choose an email template
Send the updated file to your client
Your client (and any collaborators) will receive the updated file with the payment marked as completed.
How to reverse a payment marked as paid
If you manually marked a payment as paid and need to undo it, you can reverse the action at any time.
Use the search bar or go to Projects to find the relevant project
Open the smart file from the project workspace
Locate the payment in the Action Summary
Select the three-dot icon next to the payment
Click Undo mark as paid
Confirm by selecting Undo $[amount]
Once reversed, the payment will no longer appear as paid.
📚 Tip
Reversing a payment marked as paid won't send an email to your client.
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!