> ## Documentation Index
> Fetch the complete documentation index at: https://help.hedwigbot.xyz/llms.txt
> Use this file to discover all available pages before exploring further.

# Mark as paid: log off-platform payments

> Log invoice and payment link settlements that happen outside Hedwig — bank transfer, cash, Stripe, Paystack — to keep revenue tracking accurate.

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.

## When to use it

* A client sent funds to your [bank payout](/payments/bank-payouts) 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.

## Recording the payment

<Steps>
  <Step title="Open the unpaid document">
    Go to **Payments**, switch between the **Invoices** or **Payment Links** tabs, and click the row to open its detail panel.
  </Step>

  <Step title="Tap Mark as paid">
    A confirmation dialog opens. The button is disabled if the document is already paid.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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](/workspace/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

## Where the data shows up

| Surface               | Display                                                                                  |
| --------------------- | ---------------------------------------------------------------------------------------- |
| Payments → Invoices   | Status 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 page | Total earnings increases; outstanding balance decreases; last activity timestamp updates |
| Dashboard             | Paid revenue card and trend chart pick up the change on the next load                    |
| AI assistant chat     | The next chat answer reflects the new totals                                             |

## 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.

## 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.

<Note>
  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.
</Note>