Record payments and send receipts

Partners and Admins only. Requires Finance. When a client pays, record it in Arkata so your books stay right. You can email them a receipt in the same step.

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Record a payment

1. Find the invoice on the Invoices page or the project’s Billing tab.
2. Click Record Payment, available on Sent and Partially Paid invoices.
3. Enter the amount received and the date.
4. Optionally add notes, such as a bank reference.
5. Save.

Record each instalment on its own. The invoice sits at Partially Paid until the balance reaches zero, then flips to Paid by itself and moves to Archived. Every invoice lists the payments recorded against it with dates and amounts, so you can see what is settled and what is still owed.

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Send a receipt

Send the receipt while recording the payment.

1. Turn on Send a receipt in the Record Payment window.
2. Check the recipient. Arkata pre-fills whoever the invoice was sent to, falling back to the client’s contact email.
3. Change who it goes to if you need: the client, the client plus others, or other addresses only.
4. Click Record Payment and Send Receipt.

The receipt PDF confirms your firm’s details, the client name, the invoice number and original amount, the payment amount and date, and any remaining balance. Emailed receipts are also saved to the project’s documents.

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When a receipt does not send

Your payment is safe either way, because Arkata records it before it tries to email. If the email fails you get a message saying so, and you can resend the receipt from the invoice at any time.

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Receipt numbers

Every payment gets a receipt number based on its invoice number, with RCPT in place of INV. A payment against INV-26-1042-01 gets RCPT-26-1042-01. The number is assigned when you record the payment, whether or not you email a receipt.

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Next steps