Payments, receipts and reminders

Money

Money

Some countries

Payments, receipts and reminders

Record the money, keep the receipts, chase late ones.

The problemMoney arrives by bank, cash or TWINT, and keeping invoices, receipts and reminders in step is slow and easy to get wrong.

The resultRecord each payment once. The invoice updates, a numbered receipt exists and late invoices are chased for you.

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What you can do

  • Record a payment by bank transfer, cash, TWINT, card or other, with its date and reference
  • Mark an invoice as paid in one tap for the full amount
  • Download a numbered receipt PDF for each payment in English, German, Italian or French
  • Unapply a payment recorded in error, with a reason, and keep the history
  • Correct how a payment was made without touching its amount
  • Send a standard, polite or final reminder for a late invoice
  • Confirm an online booking once its payment is seen in Awaiting payment

How it works

  1. Record the payment

    Open the invoice and choose Record payment, or Mark as paid for the full amount. Enter the amount, the day the money arrived and a reference, and say how it was paid. Heyva refuses a payment that is clearly more than what is owed, as a likely typing mistake.

  2. Keep the receipt

    Every payment gets its own numbered receipt. Find them under Receipts, or on the invoice next to the payment, and download the PDF in the language you need. The Receipts list filters by date, customer, invoice, payment method and refund status. The Payments page shows each currency on its own: what was collected online and what was recorded by hand, what was refunded, the net, and what is still owed.

  3. Chase what is late

    An unpaid invoice turns overdue after its due date. Send a reminder yourself in a standard, polite or final tone, or leave it to Heyva, which emails the customer a reminder about weekly while the invoice stays overdue.

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Recording a payment, correcting how it was paid and unapplying it in the portal need the permission to record payments (Heyva AI also needs the permission to update invoices to unapply), and sending a reminder needs the permission to send. By default Owners, Admins and Accountants hold all of them. Confirming a booking in Awaiting payment also needs the permission to update bookings.

Ask Heyva AI

  • Which invoices are unpaid?

  • Record a bank payment on an invoice

  • Send a polite reminder for an overdue invoice

Questions

I recorded a payment on the wrong invoice. How do I fix it?
Unapply it and give a reason. The payment stops counting, its receipt number is retired and the invoice is open again, and nothing is deleted. Then record the payment on the right invoice. Unapplying is not a refund: no money moves.
Can I edit a payment?
Only how it was paid, for example bank transfer instead of cash. The amount, the date and the receipt stay as recorded. For anything else, unapply the payment and record it again.
When does Heyva call an invoice paid?
When nothing is left to pay. Heyva works out what is still owed in one way everywhere: the invoice total less the payments, the credit notes and any write-off. The same figure drives the unpaid lists, the aging report and the QR-bill slip.
Does Heyva remind customers by itself?
Yes. When an invoice turns overdue the customer gets a reminder email, repeated about weekly while it stays overdue, as long as the customer has an email address. A reminder you send by hand counts, so the next automatic one waits.
How do I record a refund?
A card or TWINT payment is refunded from the invoice: open the invoice and use Refund on that payment (Owners and Admins). The money goes back through Stripe and the refund is recorded when Stripe confirms it. For cash or bank refunds, ask Heyva AI to record the money that actually went back to the customer. A part refund leaves the invoice partly refunded and a full refund marks it refunded.
Why is an online booking still waiting?
A booking made online stays pending until its payment is seen. In Awaiting payment, match the payment reference to your bank statement and record the payment: that confirms the booking. A quote-first booking shows a link to its quote instead, because nothing is owed yet.

In more detail

A payment is a record, not a setting. Recording it, correcting it and reminding about it all leave a trail you can read later.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_record_invoice_payment
  • heyva_unapply_invoice_payment
  • heyva_change_invoice_payment_method
  • heyva_record_invoice_refund
  • heyva_send_invoice_reminder
  • heyva_list_unpaid_invoices
  • heyva_list_receipts
  • heyva_get_receipt_pdf
  • heyva_payments_dashboard
  • heyva_confirm_appointment_for_paid_invoice

About AI agents and MCP

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Last reviewed 9 November 2026