Recording payments and paid dates

On WhatsApp

1. When a customer pays, message it: “Got paid £600 from John”.
2. SubReady matches the payment to the right invoice and marks it paid — or part-paid if it’s less than the balance.
3. To set a specific paid date, say it: “Mrs Hughes paid on 20 July”.
4. Check what’s outstanding any time: “Who owes me money?” or “What’s overdue?”

In the web or mobile app

1. Open Invoices and select the invoice.
2. Choose record payment — enter the amount and the date it was received. Part payments are fine; the invoice shows the remaining balance.
3. The PDF stamp updates automatically (PAID, or stays UNPAID/OVERDUE while a balance remains).

Why the paid date matters

SubReady runs on the cash basis by default: income counts in the tax year it’s received, not when you invoiced. The paid date is therefore what decides which year — and which MTD quarter — the money lands in. (Switching to accruals is possible in Settings but needs a typed confirmation, because it changes what HMRC sees.)

Cross-checks

• Your monthly bank statement upload confirms payments actually arrived and matches them to invoices.
• Late payers? Reminders help, and so does a calm routine: templates here.