Proposals & Invoices Β· Article 5.8
Marking a payment as paid manually β for SEPA, cash, wire, anything outside Stripe
When a payment lands outside the auto-detected channels (SEPA bank transfer, cash, foreign wire), use `Mark as paid manually` to record it. Clozo creates the receipt, fires confirmation emails, and preserves the audit trail.
Stripe payments confirm themselves via webhook in ~2 seconds. Everything else β SEPA bank transfers, cash, foreign wires, even Revolut/Wise transfers from abroad β has to be marked manually because Clozo can't read your bank account directly (yet β PSD2 AISP integration is on the roadmap). The manual mark-as-paid is a 30-second action that closes the loop.
Step by step
Confirm funds in your bank account.
Open your bank app, find the inbound transfer, note the amount, date, and reference.
Open the proposal in Clozo.
Navigate to the proposal detail page.
Click
Actions β Mark deposit as paid manually(or
Mark final payment as receivedfor the final balance).Fill the modal
: method, date, reference, amount (defaults to invoice amount).
Click
Confirm.Status flips, receipt fires, email goes out automatically. Timeline records the manual mark with your user ID and timestamp.
action button on the proposal detail page; modal for the manual mark; Timeline event after save; receipt PDF in Documents within ~5 seconds; copy of the confirmation email in your inbox.
Why this works this way
Why a manual step exists. For online payments (Stripe), the gateway tells Clozo a payment succeeded via signed webhook and Clozo can act on it deterministically. For bank transfers, Clozo would need access to your bank account via Open Banking (PSD2 AISP) to detect inbound transfers β that's a separate integration with a per-bank cost and consent model that we haven't shipped yet. Until then, you confirm the payment when you see it in your bank app.
What the manual mark records:
- Payment method picker: Bank transfer (SEPA), Bank transfer (international), Cash, Cheque, Other. - Date received: when the funds cleared in your account (not necessarily today). - Reference note: free-text β typically the bank-statement entry text or a confirmation reference. Useful for the audit trail. - Amount: defaults to the invoice amount. Override if the client paid a different amount (rare; usually a fee deduction by the sending bank). - User ID: your user, captured server-side, not editable. - Timestamp: server time at the moment of marking, not editable.
This combination forms a complete audit row: who marked, when, against which invoice, with what evidence reference. The receipt PDF fires off this row.
Audit trail content (visible on the Timeline):
``
2026-05-08 14:22 UTC β Marked deposit as paid manually
Method: Bank transfer (SEPA)
Amount: β¬476.00
Date received: 2026-05-07
Reference: "Inbound from MΓΌller GmbH, ref PRO-2026-0042-DEP"
Marked by: andreidiachenko@example.com
``
The cash / cheque cases. Some EU countries (DE, AT, IT, ES) still see a fair amount of cash and cheque payments for small jobs. Marking them manually is fully legitimate; the receipt confirms the funds were received. For tax-defence purposes, attach a photo of the cheque or a signed cash-receipt note as a supplementary file (out of scope for v1; for now, keep it in your own records and reference it in the manual note field).
Partial payments. If the client only paid part of the invoice (e.g., β¬300 of β¬476), enter the partial amount. The proposal status stays at the pre-paid status (e.g., still Signed, not Deposit paid) because the deposit isn't fully covered. When the rest lands, mark again with the remaining amount; the second mark closes out the invoice and triggers the status flip.
Troubleshooting
Keep reading
Lifecycle
Status: Deposit paid β work can start
The deposit landed (Stripe webhook or manual confirmation). Clozo flips the status, queues the deposit receipt PDF, and starts a behind-the-scenes job to pre-render the final invoice. You can begin the work.
Lifecycle
Status: Awaiting final payment, then Paid
You've issued the final invoice. The client now owes the remaining balance (full amount minus the deposit they already paid). When the money lands, status flips to `Paid` and the final receipt is generated.
Proposals & Invoices
Receipts (REC-) β payment confirmation, single-stage vs split
A receipt confirms that a payment was actually received. Clozo issues one receipt per payment event: one for the deposit, one for the final balance, or a single receipt if the project was 100% prepaid.
Proposals & Invoices
SEPA bank transfer with EPC QR β when offered, how it works, what to put on the invoice
Every Clozo invoice includes IBAN, BIC, and an EPC-format QR code that any modern EU banking app scans into a pre-filled SEPA transfer. Works with or without Stripe enabled.