Payments
Payments
Section titled “Payments”The Payments page is where you track all money received from tenants. Record payments from any method, reconcile with invoices, and monitor payment history.
Table features
Section titled “Table features”The payments table gives you full control over how you view and manage all payment transactions.
Filtering
Section titled “Filtering”Filter payments using any column with advanced filter options:
| Filter type | Description |
|---|---|
| Contains | Field contains the specified text |
| Not contains | Field does NOT contain the specified text |
| Is | Field exactly matches the specified value |
| Is not | Field does NOT match the specified value |
| Is empty | Field has no value |
| Is not empty | Field has a value |
**How to filter:**Click the filter icon then click Add filter button , select your filter type, and enter the value.
Filter examples:
- Payment number contains “MPESA”
- Status is “Completed”
- Amount is greater than 10000
- Method is “M-Pesa”
Column customization
Section titled “Column customization”Click the View Settings button to customize your table:
| Setting | Description |
|---|---|
| Row height | Compact / Standard / Comfortable |
| Grouping | Add grouping level… (group by Status, Payment method) |
| Toggle columns | Show/hide any column |
Toggle columns available:
- Payment number
- Payment date
- Tenant name
- Unit number
- Property name
- Invoice number
- Amount
- Payment method (M-Pesa / Cash / Bank transfer / Cheque)
- Reference
- Status (Completed / Pending / Failed / Reversed)
- Cormfirmed by
- Cormfirmed at
- Reversed at
- Reversal reason
- Actions
Pin columns
Section titled “Pin columns”Pin important columns to keep them at the table:
- Click the pin icon on any column
- Pinned column stay fixed while scrolling
- Click the pin icon again to unpin
Export
Section titled “Export”Export payment data as CSV or Excel:
- Click Export button
- Select format: CSV or Excel
- Choose which columns to export (all or selected)
- Click Download
Record a new payment
Section titled “Record a new payment”Click the Record payment button to log a payment received from a tenant, you can find this button from all the Action dropdowns.
Payment details
Section titled “Payment details”| Field | Required | Description |
|---|---|---|
| Invoice | Yes | Select invoice from dropdown |
| Amount | Yes | Payment amount received |
| Currency | Yes | Currency of the amount received |
| Status | Yes | Pending/ Confirmed/ Failed/ Reversed |
| Payment date | Yes | Date payment was received |
| Method | Yes | M-Pesa / Cash / Bank transfer / Cheque |
| Reference number | No | Transaction ID, cheque number, or reference |
| Notes | No | Internal notes about this payment |
Clicking a payment
Section titled “Clicking a payment”Click on a payment number in the table to open its detailed overview.
Payment header
Section titled “Payment header”| Field | Value (example) |
|---|---|
| Payment number | Payment id |
| Status badge | Completed/ Pending/ |
| Actions button | Edit, Receipt, Reverse |
Payment details
Section titled “Payment details”| Field | Value |
|---|---|
| Amount | Amount in Ksh |
| Payment date | Date |
| Method | M-Pesa/ Card |
| Reference | Id |
| Recorded by | Staff members |
| Recorded on | Date and time |
Tenant information
Section titled “Tenant information”| Field | Value |
|---|---|
| Tenant name | Name |
| Phone | +254700000000 |
| Unit | Unit number |
| Property | Property name |
Applied to
Section titled “Applied to”| Field | Value |
|---|---|
| Invoice number | Invoice number |
| Invoice amount | Amount in Ksh |
| Payment applied | Amount in Ksh |
| Remaining balance | Amoount in Ksh |
Any internal notes added when recording the payment.
From the payment overview, available actions include:
| Action | Description |
|---|---|
| Edit payment | Update notes or reference number (cannot change amount or tenant) |
| View receipt | Generate payment receipt |
| Download receipt | Download PDF receipt |
| Send receipt | Email receipt to tenant |
| Reverse payment | Reverse this payment (removes from invoice, requires reason) |
| Status | Description |
|---|---|
| Completed | Payment successfully recorded and applied |
| Pending | Payment initiated but not yet confirmed |
| Failed | Payment attempt failed |
| Reversed | Payment was reversed or refunded |
| Method | Description | Reference format |
|---|---|---|
| M-Pesa | Mobile money payment | Transaction ID from M-Pesa |
| Cash | Physical cash payment | Optional internal reference |
| Bank transfer | Direct bank deposit | Transaction reference number |
| Cheque | Physical cheque | Cheque number |
When M-Pesa is integrated, payments are automatically reconciled:
- Tenant pays via Paybill/Till number
- Qivuli matches the payment to the tenant
- Payment is automatically applied to open invoices
- Receipt is sent to tenant by staff members