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When a client pays you outside the crypto checkout flow — bank transfer, cash, or another platform — use Mark as paid to record the payment so it appears in your revenue analytics, client lifetime earnings, and activity feed.

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When to use it

  • A client sent funds to your bank payout and you saw the deposit in your bank app
  • You received cash in person
  • A Stripe or Paystack charge cleared (until webhook auto-marking ships)
  • Any off-platform settlement you want reflected in Hedwig
Crypto payments through the public checkout flip an invoice to Paid automatically — you do not need to mark them.

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Recording the payment

1

Open the unpaid document

Go to Payments, switch between the Invoices or Payment Links tabs, and click the row to open its detail panel.
2

Tap Mark as paid

A confirmation dialog opens. The button is disabled if the document is already paid.
3

Choose the payment method

Pick one of:
  • Bank transfer — most common for the new bank payout flow
  • Crypto — for off-platform crypto settlements
  • Cash
  • Other — for Stripe, Paystack, PayPal, etc.
4

Add a reference (optional)

Up to 200 characters. Useful values:
  • The bank transaction reference / SWIFT code
  • The Stripe pi_* charge id
  • A short internal note The reference is saved on the document and shows up in the revenue activity feed.
5

Confirm

The status flips to Paid. Hedwig stamps paid_at server-side, sets the manual_mark_paid flag, and the database trigger recomputes the client’s total_earnings, outstanding_balance, last_activity_at, and engagement segment.

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What changes after marking as paid

  • The document moves to the Paid filter on the Payments page
  • The amount adds to your paid revenue for the period
  • The client’s lifetime earnings on the Clients detail page increment
  • The client’s outstanding balance drops accordingly
  • The activity feed on the Revenue page gets an entry with the payment method label
  • Any associated calendar event for the invoice due date is marked complete

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Where the data shows up

SurfaceDisplay
Payments → InvoicesStatus flips to Paid; the row moves into the Paid filter
Revenue → Activity”Invoice paid” or “Payment link paid” event with the method, reference, and amount
Clients → detail pageTotal earnings increases; outstanding balance decreases; last activity timestamp updates
DashboardPaid revenue card and trend chart pick up the change on the next load
AI assistant chatThe next chat answer reflects the new totals

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Reverting

The status flip is one-way through the UI. If a payment was marked in error, edit the row in Supabase or contact support; the trigger will re-aggregate automatically once the row is updated.

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Coming soon

  • Stripe webhook — automatically marks an invoice paid when a matching payment_intent.succeeded arrives with the invoice id in metadata
  • Paystack webhook — same, for Naira / Cedi accounts
  • Plaid match — proposes a Mark as paid suggestion when an inbound bank transaction matches an outstanding invoice amount and client
Until those ship, Mark as paid is the canonical way to log off-platform settlements.
The mark-as-paid action is also available to the AI assistant. Tell the chat agent: “Mark INV-2026-031 as paid via bank transfer with reference WT-998” and it will stage the action for your approval.