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Payments & Receipts

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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Recording a payment

1. Open the invoice
2. Click Record Payment
3. Enter the amount received and the date
4. Optionally add notes (e.g. bank reference)
5. Save

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Partial payments

Paying in instalments? Record each payment on its own. The invoice sits at Partially Paid until the balance reaches zero, then flips to Paid by itself.

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Payment history

Every invoice lists the payments recorded against it, with dates and amounts — so you can see what’s settled and what’s still owed.

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Sending a receipt

When recording a payment, you can send a receipt email to the client in the same step:

1. Toggle Send a receipt in the Record Payment dialog
2. Arkata pre-fills the recipient from whoever the invoice was sent to, falling back to the client’s primary contact
3. Change who it goes to if you need — the same three options as invoices: the client, the client plus others, or other addresses only
4. Click Record Payment and Send Receipt

The receipt is generated as a PDF attachment and emailed to the specified addresses. It confirms the amount received, the date, and the remaining balance (if any).

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What the receipt includes

The receipt PDF contains:

• Your firm’s name and details
• The client name
• Invoice number and original amount
• Payment amount and date
• Remaining balance (if partial payment)

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If the receipt doesn’t send

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

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Billing dashboard

The Billing Dashboard (accessible from the sidebar) gives you a firm-wide view of:

• Stages ready to invoice
• Outstanding and overdue invoices
• Recent payments
• Net monthly income

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Recent payments

The Recent Payments card lists the latest payments that came in, newest first, with the project, the client, the invoice number, how it was paid, and the date. The total across them sits at the top right of the card. Click any row, or the arrow beside it, to open that project.

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Net monthly income

The Net Monthly Income card shows what you brought in against what you spent, month by month.

1. Pick a period: 3M, 6M, or 1Y
2. Pick how to view it:
   • Compare: one bar for income and one for expenses each month
   • Net: a single bar per month, showing profit or loss

Above the chart you get the totals for the period: net, income, and expenses. Hover any month for its exact figures. Months where you spent more than you earned show in red.

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Invoices that are partly paid

Invoices marked Partially Paid now appear in the outstanding list alongside unpaid ones, with a badge so you can tell them apart. Only the amount still owed is counted, so the outstanding and overdue totals reflect what is genuinely left to collect.