1. Record the agreed payment schedule
State expected dates and amounts in the documents according to your agreement with the client. Contractual terms have consequences: have conditions checked for your business rather than copying a template automatically.
Keep the quote, contract and client record consistent. If an agreement changes, keep a clear record of the change and the relevant documents.
2. Match each payment to a record
A calculation excluding VAT: a €1,200 service has a €360 deposit. Once €360 has been received and recorded, €840 remains. If only €200 has arrived, another €160 is outstanding on that instalment and €1,000 in total.
This example only illustrates arithmetic tracking. Required documents, VAT treatment and tax dates need checking for your activity. Do not mark money as received because a client opened a link or promised a transfer.
3. Review before and after the event
- Before the event: check approaching due dates and unmatched payments.
- After the event: check the final service and any agreed adjustments.
- At the final balance: deduct deposits already invoiced and check recorded payments.
- For an error on an issued invoice: retain the original and use the appropriate correction document, including a credit note where applicable.
4. Separate tracking from the payment method
Gestiway keeps quotes, invoices and payments with the record. Bank transfers can be tracked by recording receipt. Card payments require an activated and tested Stripe integration; a button appearing in a workflow does not prove live payment processing.
Gestiway invoicing remains in euros and follows a French model in all three languages. Have your accountant check your requirements and documents, particularly if your company or clients operate in another country.
Frequently asked questions
What deposit percentage should I choose?
There is no universal rate. Set conditions according to your business, commitments and applicable framework, then have them checked.
Are invoiced revenue and received revenue the same?
No. An invoice may be outstanding or partly paid. Received revenue refers to payments actually received and recorded.