Tulloch PriestCo-founder, Gas Engineer Software · Co-founder of Gas Engineer Software

How to Mark An Invoice As Paid on Gas Engineer Software

31 Mar 2025 · 3 min

Watch on YouTube

3:01

The video provides a step‑by‑step instructional walkthrough for managing invoice payments within Gas Engineer Software, covering both the web portal and the mobile app. It begins by showing how to log into the web portal, locate an invoice via the Invoices tab (using the default Outstanding view, search bar, or date filters), and open the Add Payment window either from the invoice row or the upper‑right button. The tutorial details the required fields in the pop‑up: confirming amount, selecting payment method, adjusting the payment date, and optionally emailing a receipt to the customer, before recording the payment. It explains how the invoice list updates—moving fully paid invoices to the Paid section with a £0 outstanding balance, while partially paid invoices remain in Outstanding. The video also covers reconciling payments (e.g., for cheque payments) and the process for removing all payments from an invoice via the ‘Remove All Payments’ button. The second half demonstrates the mobile app workflow: navigating through the main menu to Existing Records and Drafts → Invoices, filtering unpaid invoices, searching, opening an invoice, and adding a payment with similar field selections. The tutorial concludes with a friendly sign‑off and provides support contact details (phone and email).

Chapters

In this video, we'll walk you through the process of adding and removing payments for an invoice in Gas Engineer Software. This is a quick and easy process and can be done on both the app and web portal depending on your preference. We'll begin with the web portal. First, make your way to the web portal and log in. You can access the add payment window in two different ways. The first is to click on the Invoices tab. By default, the Outstanding tab will be displayed. Search for the right invoice by using the search bar or by filtering by a date range here. Then click Add Payment in the far right column. The other way is to find the specific invoice and then click Add Payment in the upper right-hand corner of this screen. Whichever method you prefer, the same window pops up and the process is identical. In this pop-up window, you'll need to confirm the payment amount, choose the payment method, change the payment date if it wasn't today, and tick whether you would like the customer to receive an email confirming their payment receipt. Lastly, click Record to save the payment in the system. If we move back to the Invoices tab, everything will already have been updated. If the invoice has been fully paid, such as this one, you'll see it move to the Paid section in your Invoice tab, and it will show £0 on Outstanding. But if the customer still owes you money for that invoice, like in this example here, it will stay in the Outstanding section. If the payment matches what's entered in your bank account, you can move it to the Reconciled section. This is particularly useful for customers that paid by cheque. If you ever need to remove a payment, you will need to find the specific invoice. Similar to before, click on 'Remove All Payments' in the upper right-hand corner and confirm that you would like to remove all payments. Now we'll move on to the mobile app. From the main menu, click on 'Existing Records and Drafts'. Then, Invoices. You can quickly filter for unpaid invoices by tapping the Unpaid filter. Or simply use the search bar to find a specific customer, job address, or invoice number. Open the invoice. Tap Add Payment. Select the payment method. Edit the amount if necessary. Confirm the date and tick whether you would like the customer to receive an email to confirm their payment receipt. And that's it! Happy invoicing, and do let us know if you need any help by ringing 0207 129 7058 or emailing support@gasengineersoftware.co.uk.