Paid this month
Each invoice marked Paid, with its confirmation file attached and the date and method noted.
Receivables · Proof of payment
Attaching payment confirmations to invoices you mark Paid
When a client pays, you mark the invoice Paid — but six months later, when someone asks 'did invoice #318 actually settle?', a status label alone isn't proof. Attaching the actual confirmation (a transfer receipt, a payment screenshot, a remittance advice) to each invoice the moment you mark it Paid means every settled invoice carries its own evidence. Cash Workspace lets you attach that document to the invoice record and note the date and method, so the proof and the status live together.
The problem
Why a 'Paid' label isn't enough
Marking an invoice Paid records that money arrived in your memory, but the supporting document usually lives in your email, your phone's camera roll, or your messages — disconnected from the invoice.
- A client disputes whether they paid, and the transfer receipt is buried in an email thread.
- You marked invoice #318 Paid but can't recall if it was the full amount or a partial.
- Remittance notes for several invoices arrive in one email, so it's unclear which invoice each line covers.
- Screenshots of payments sit in your phone gallery, never matched to the invoice record.
- At year-end you can confirm a status but not produce the proof behind it.
The workflow
Attach proof the moment you mark Paid
Make attaching the confirmation part of the same action as changing the status, so nothing gets skipped.
- 1
Locate the confirmation
Find the proof of payment: a bank transfer receipt, a payment app screenshot, a remittance advice email, or a cleared-cheque image.
- 2
Open the invoice record
Go to the invoice that just got paid before you change anything else.
- 3
Attach the document
Attach the confirmation file directly to that invoice record so they're permanently linked.
- 4
Record date and method
Note the date the payment arrived and the method (bank transfer, card, cash, app) in the record.
- 5
Set status to Paid
Only now mark the invoice Paid, knowing its evidence is already attached.
Record structure
What to capture with each payment confirmation
A consistent set of details next to the attached file makes any later question answerable in seconds.
- Invoice number
- The invoice the payment settles, so the proof is tied to the right record.
- Amount received
- What actually landed, which may differ from the invoice total if rounded or short.
- Date paid
- The date the funds arrived, not the date the invoice was issued.
- Method noted
- Bank transfer, card, cash, cheque, or a named payment app — recorded as a note.
- Reference / transaction note
- Any reference number the client used, copied from the confirmation.
- Confirmation attachment
- The screenshot, transfer receipt, or remittance file attached to the invoice.
- Full or partial
- Whether this confirmation covers the whole invoice or only part of it.
Example setup
An example paid-invoice setup
One way to keep every settled invoice carrying its own evidence.
Transfer receipts
Bank transfer and app screenshots, each attached to the invoice it settled.
Remittance advices
Client remittance emails saved and linked to the relevant invoice records.
Common mistakes
Mistakes to avoid
- Marking an invoice Paid without attaching any proof, so the status is unverifiable later.
- Leaving confirmation screenshots in your phone gallery instead of on the invoice record.
- Recording the issue date instead of the actual date paid.
- Not noting whether the confirmation covers the full amount or a partial payment.
- Letting one remittance email cover several invoices without splitting it per record.
How it helps
How Cash Workspace helps
Attach proof to the record
Attach a transfer receipt, screenshot, or remittance note directly to the invoice so evidence and status stay together.
Note date and method
Record the date paid and the method noted alongside the attachment for a complete entry.
Clear paid status
Mark each invoice Paid only once its confirmation is on file, keeping your records dependable.
Related
Related receivables workflows
Paid invoice archive
File settled invoices with their confirmations in one archive.
Invoice-to-payment match-up
Match received payments back to the invoices they settle.
Payment method notes
Keep a note of how each invoice was paid.
Partial payment records
Track confirmations that cover only part of an invoice.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Payment confirmation FAQ
- Does Cash Workspace confirm payments for me?
- No. You attach the confirmation you received and note the date and method yourself. Cash Workspace does not sync with your bank or process payments — it keeps the proof you already have organized against each invoice.
- What counts as a payment confirmation?
- Anything that evidences the payment: a bank transfer receipt, a payment app screenshot, a cleared-cheque image, or a remittance advice from the client. You attach whichever you have to the invoice record.
- Where should I store the proof?
- Attach it directly to the invoice it settles, rather than leaving it in email or your phone, so the status and its evidence are always in the same place.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Give every paid invoice its proof
Start a free workspace and attach the payment confirmation to each invoice as you mark it Paid, so every settled invoice carries the evidence behind its status.