Managing Client Payments in Keka PSA

Learn how to track payment status, apply credit notes, write off invoices, and more.

 

 

TABLE OF CONTENTS

• Why Choose Keka PSA for Payment Management?
• Accessing Payment Management Options
• Key Payment Management Actions
• Updating Invoice Status
• Managing Payment Statuses
• Adjusting Payments with Credit Notes
• Writing Off Invoices
• Canceling Invoices
  
  

Efficient payment management is critical for maintaining healthy client relationships and ensuring smooth project finances. With Keka PSA, you can seamlessly handle full and partial payments, issue credit notes, and even write off invoices, giving you complete control over your invoicing process.

In this guide, we'll explore the step-by-step process for managing client payments, tracking payment statuses, and handling credit notes in Keka PSA.

 

Why Choose Keka PSA for Payment Management?

• Streamlined Finances: Track payment statuses (Paid, Partially Paid, or Due) for better financial visibility.
• Flexibility: Handle full or partial payments and manage credit notes easily.
• Enhanced Insights: Gain insights into project profitability and client revenue.

 

Accessing Payment Management Options

To begin managing payments:

1. Navigate to Projects in the left navigation pane. Click on the Finances tab. Select Invoices, then switch to the Due Invoices tab.
   
   
   
   

Here, you'll find a comprehensive list of invoices along with available actions such as modifying, updating payment statuses, or downloading invoices.

 

Key Payment Management Actions

1. Modifying or Revising an Invoice

• Locate the invoice and click on the three dots under the Actions column. Choose the Update option.
  
  
  
  
• Make the required changes and click Update Invoice to save.
  
  
  
  

2. Downloading Invoices as PDF

• Click on the three dots next to the invoice and select Download as PDF.
  
  
  
  
• Save the PDF file to your system and digitally or physically sign it before sharing with the client.
  
  
  
  

 

Updating Invoice Status

Marking an Invoice as Sent

• Locate the invoice and click on the three dots icon. Select Mark as Sent from the dropdown.
  
  
  
  

 

The invoice status will be changed to "Sent" once you update it.

 

 

Managing Payment Statuses

Receiving Full or Partial Payments

1. Locate the invoice and click on the three dots under the Actions column.
2. Select Receive Payment.
   
   
   
   
3. In the Receive Payment window, fill in details such as:
   • Payment Date
   • Payment Mode
   • Reference Number
   • Amount Received
     
     
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• If the entered amount is less than the total invoice amount, the status will update to Partially Paid.
  
  
  
  
• Once the full payment is entered, the invoice status changes to Paid and moves to the Past Invoices tab.

 

 

Adjusting Payments with Credit Notes

Issuing and Applying Credit Notes

• Credit notes are useful for adjusting overpayments or handling payment discrepancies.
  
  
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• To apply credit notes:
  1. Open the Receive Payment window for the specific invoice. Check the box for Apply Credits to this Invoice. Specify the credit amount to be applied. Click Add to finalize.
     
     
     
     

 

Writing Off Invoices

In cases where payment collection is not possible, you can write off invoices:

1. Locate the invoice in the Due Invoices tab. Click on the three dots and select Write Off.
   
   
   
   
2. Enter the Write-Off Date and a Reason.
3. Type "CONFIRM" in the confirmation field and click Confirm.
   
   
   
   

 

Canceling Invoices

Canceling an invoice is an option when errors occur or additional details need to be added.

1. Locate the invoice and click on the three dots.
2. Select Cancel Invoice.
   
   
   
   
3. Provide a reason and confirm by selecting Yes, Cancel.
   
   
   
   

 

Conclusion

Managing client payments in Keka PSA is simple, flexible, and efficient. Whether you're tracking payment statuses, applying credits, or writing off invoices, these features help streamline project finances and improve client satisfaction.

If you want to learn more about the Creating & Editing Invoices in Keka, then click here: Creating and editing invoices on Keka PSA