# Collections and Payments

This module allows you to record and track payments received from your clients. From manually marking as collected to automatically receiving online payments.

## Mark invoice as collected

### Manually

When the client pays you externally (bank transfer, cash, check):

1. Open the **invoice** in **Sent** status
2. Click **Mark as Collected**
3. A dialog opens where you can specify:
   - **Collection Date** — When you received the money
   - **Payment Method** — Bank Transfer, Cash, Check, Other
   - **Reference** — Transaction number (optional)
   - **Private Notes** — For your records (not visible to the client)

4. Click **Save**

The invoice changes to **Collected** status and appears in income reports.

### In Batch

If several invoices were paid together:

1. Go to **Invoicing** → **Invoices**
2. Select the invoices (checkboxes)
3. Click **Actions** → **Mark as Collected**
4. A confirmation dialog opens
5. All change to **Collected** at the same time

**Tip:** Use this function after reconciling with your bank.

## Partial Payments

If the client pays only part of the invoice:

1. Open the invoice
2. Click **Record Partial Payment**
3. Specify:
   - **Amount Paid** — What you received (e.g., €500 out of €1,000)
   - **Date** — When
   - **Method** — Bank Transfer, etc.

4. Click **Save**

**Result:**
```
Factura: F-2026-0050
Total: €1,000
Pagado: €500
Pendiente: €500

Estado: Parcialmente cobrada
```

Frihet keeps a record of each partial payment. If the client makes several payments, you can record each one.

### Visual Indicator

In the invoice list, invoices with partial payments show:

- **Amber** badge with "Partial Payment" status
- Below the badge: amount paid and total (e.g., "500,00 EUR of 1.000,00 EUR")
- The status automatically changes to **Collected** when the amount paid reaches the total

## Payment Methods

Frihet supports several methods. When marking as collected, select:

| Method         | Description                               |
|----------------|-------------------------------------------|
| **Bank Transfer** | National or international bank transfer   |
| **Cash**       | Money in hand                             |
| **Check**      | Received but not yet cashed               |
| **Card**       | Credit/debit card payment                 |
| **Direct Debit** | Direct debit from client's account        |
| **PayPal**     | Payment via PayPal                        |
| **Stripe**     | Payment via Stripe                        |
| **Other**      | Additional methods                        |

## Payment Terms

Terms define how long the client has to pay.

### Configure Terms on Invoice

1. When creating an invoice, go to **Advanced Options**
2. Under **Payment Terms**, select:
   - **Immediate** — Payment on the spot
   - **7 Days** — One-week period
   - **14 Days** — Two weeks
   - **30 Days** — One month (standard)
   - **60 Days** — Two months
   - **Custom** — Define your own days

3. Frihet automatically calculates:
   - **Issue Date:** Today
   - **Due Date:** Issue date + term

**Example:**
```
Factura emitida: 10 de febrero 2026
Términos: A 30 días
Vencimiento: 12 de marzo 2026
```

### Change Terms per Client

If all your clients pay in 60 days:

1. Go to **Clients** → Select client
2. Under **Settings**, check **Default Payment Terms**
3. Select 60 days
4. All future invoices for this client will use 60 days

You can override this on each invoice if necessary.

## Online Payments (Stripe Connect)

Frihet integrates **Stripe Connect** to automatically receive online payments.

### Activate Stripe Connect

1. Go to **Settings** → **Integrations** → **Stripe**
2. Click **Connect Stripe**
3. A Stripe authentication window opens
4. Authorize Frihet
5. You return to Frihet (Stripe is connected)

### Generate Payment Link

Once Stripe is connected:

1. Open an **invoice** in Sent status
2. Click **Generate Payment Link**
3. A unique link is created: `frihet.io/pay/abc123def`
4. Copy and share with the client (email, SMS, etc.)

**Automatic Email:**

If you send the invoice by email from Frihet, the link is automatically included:

```
Hola {CLIENTE},

Adjunto tu factura {NUMERO_FACTURA} por {TOTAL}.

[BOTÓN: Pagar ahora]

Plazo de pago: {FECHA_VENCIMIENTO}
```

### Payment Flow

1. Client clicks on the link
2. Views invoice summary
3. Enters card details (secure, Stripe encryption)
4. Confirms payment
5. Stripe processes the transaction
6. Frihet **automatically**:
   - Marks invoice as **Collected**
   - Records payment date and method
   - Notifies the client: "Your payment was received"
   - Notifies you: "Invoice F-2026-0123 paid"
   - Transfers money to your bank account

### Stripe Fees

Stripe charges a fee for each payment:

- **Cards**: 1.4% + €0.35 per transaction
- **Bank Transfers**: 0.8% + €0.35 per transaction

Frihet shows the cost in the transaction breakdown.

**Example:**
```
Factura: €1,000
Comisión Stripe (1.4% + €0.35): €14.35
Monto neto a tu cuenta: €985.65
```

### Stripe Payment Statuses

- **Pending** — Link generated, client has not yet paid
- **Processing** — Stripe is processing
- **Completed** — Payment received, money in your account
- **Failed** — Rejected (insufficient funds, etc.)
- **Refunded** — Client requested a refund

Frihet automatically synchronizes all these statuses.

## Bank Direct Debit (Direct Debit)

If you agree with clients to pay by direct debit (SEPA):

1. Request the client's IBAN
2. Under **Settings** → **Payment Methods**, activate **SEPA Direct Debit**
3. Upload the client's SEPA signature (optional)
4. When creating an invoice, select **Method: Direct Debit**
5. Frihet automatically initiates collection on the due date

**Advantages:**
- Automatic (no need for the client to remember)
- Very low cost (€0.35 per transaction)
- Ideal for subscriptions/recurring payments

**Disadvantages:**
- Client can reject it
- Frihet must be integrated with your bank

## Payment Reminders

### Automatic Due Reminders

1. Go to **Settings** → **Notifications**
2. Under **Payment Reminders**, select:
   - Notify N days before due date
   - Notify every day after due date

3. Frihet automatically sends an email to the client:

**Email example (3 days before):**
```
Hola {CLIENTE},

Tu factura F-2026-0050 vence en 3 días ({FECHA_VENCIMIENTO}).

Monto: {TOTAL}
Número: {NUMERO_FACTURA}

[Enlace de pago si Stripe está activo]

Gracias.
```

### Send Manual Reminder

You can send a payment reminder directly from Frihet, without opening your email client:

1. Locate the invoice (Sent, Overdue, or Partial Payment status)
2. Open the actions menu (three dots)
3. Click **Send Reminder**
4. Frihet sends an email to the client with:
   - Subject: "Payment Reminder - Invoice [NUMBER]"
   - Invoice details, outstanding amount, due date
   - Payment link (if Stripe Connect is active)

The email is sent via Resend (Frihet's native email engine), without going through your email client.

You can also send it from the AI assistant: "Send reminder for invoice F-2026-050".

## Manage Overdues

Invoices that expire without being paid are automatically marked as **Overdue**.

### View Overdue Invoices

1. Go to **Invoicing** → **Invoices**
2. Filter by **Overdue** status
3. You see all invoices with delayed payment

### Overdue Analysis

Go to **Reports** → **Overdues** for:

| Metric                | Description                          |
|-----------------------|--------------------------------------|
| **Total Overdue**     | Money that should have been collected |
| **Overdue Invoices**  | Number of unpaid invoices            |
| **Average Delay**     | Average number of delayed days       |
| **Client with Highest Debt** | Who owes the most                  |
| **Collection Projection** | When you expect to collect         |

**Example:**
```
Total vencido: €3,450
Facturas vencidas: 12
Promedio atraso: 23 días
Mayor deudor: Acme Corp (€1,200, 45 días)
```

### Actions for Overdue

1. **Send Reminder** — Automatic email
2. **Call Client** — Direct contact
3. **Mark as Collected** (if finally paid)
4. **Create Corrective Invoice** (if it will be canceled)
5. **Escalate to Accounting Firm** — If the delay is very long

## Refunds

When a client requests a money back:

### Option 1: Create Corrective Invoice

1. Open original invoice
2. Click **Create Corrective**
3. Frihet creates a credit note for the amount
4. Specify in corrective invoice: "Refund for `{REASON}`"

### Option 2: Refund with Stripe

If the payment was made with Stripe:

1. Open invoice (Collected status)
2. Click **Process Refund**
3. Select amount (total or partial)
4. Click **Confirm Refund**
5. Stripe returns money to client's card (3-5 days)

**Automatically:**
- A corrective invoice is created
- Refund is registered in Stripe
- Client receives notification

## Bank Reconciliation

Periodically (weekly or monthly), reconcile Frihet with your bank:

1. Go to **Reports** → **Collections**
2. Download payment summary for the period
3. Compare with bank statement
4. Verify that all match

**Look for discrepancies:**
- Invoices marked as collected but without a bank deposit
- Deposits without an associated invoice
- Date difference (Frihet records collection date, bank records value date)

If there are discrepancies:
1. Check if it was a partial payment (you recorded the incorrect amount)
2. Verify Stripe fees (reduces net amount)
3. Look for refunds or rejections

## Export Collection Data

For accounting or analysis:

1. Go to **Reports** → **Collections**
2. Apply filters (period, client, etc.)
3. Click **Export to CSV**
4. Download file with:
   - Invoice Number
   - Client
   - Amount
   - Payment Date
   - Payment Method
   - Status

Importable into Excel, accounting, or analysis tools.

## Accounting Integration

If you have accounting integration (Twinfield, Xero, etc.):

Frihet automatically reports:
- ✓ Realized income (collected invoices)
- ✓ Accrued income (sent invoices)
- ✓ Payments received (method, date)
- ✓ Fees (Stripe, etc.)

No manual double entry is needed.

## Common Use Cases

### Recurring Client on 60 Days Terms

1. Configure client: Payment Terms = 60 days
2. Each invoice automatically becomes due in 60 days
3. Set reminder: 55 days (one week before)
4. Client pays as usual

### Immediate Payment with Stripe

1. You create an invoice
2. You immediately generate a payment link
3. Client pays online on the spot
4. Invoice is automatically marked as collected

### Mixed Methods

Same client, different invoices:
- Invoice A: 30 days (bank transfer)
- Invoice B: Immediate payment (Stripe)
- Invoice C: SEPA Direct Debit (automatic)

Frihet handles all of them seamlessly.

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