Manage payments and payment links for a sale

Record payments and generate payment links from a sale to keep track of where each  transaction stands.

  1. Go to the Sales module.
  2. Open the sales list.
  3. Click the invoice number of the sale whose payment you want to record.
  4. Go to the Payments tab.
  5. Click Add payment.
  6. Fill in the relevant fields.
  7. Check the mandatory fields marked with a red asterisk.
  8. Save the payment.

You can record as many payments as you need within the same sale.

Once saved, a payment recorded manually can be edited.

How the sale changes when you record payments

By default, a newly recorded sale appears as Pending payment.


When you add a payment, the status of the sale can change automatically depending on the amount and the type of payment recorded against the total of the sale.


For example, the sale can change to:

  • Partially paid
  • Reservation paid
  • Paid

Review the amount paid and outstanding

From the Payments tab, ITGallery automatically calculates the amount paid and the amount outstanding on the sale.


At the top you will see:

  • Sale total: total amount of the sale.
  • Paid: amount already recorded as paid.
  • Outstanding: amount still to be paid.

Every time you add a payment, these amounts are updated so you can quickly see how much has been received and how much is left.


The sale statuses also help you follow things up from the advanced search. For example, you can filter sales by status to find sales that are pending payment, partially paid, paid or reservation paid.

The Generate payment link option lets you create an online payment URL linked to the sale.

To use this option, your Stripe account must be connected to ITGallery.


  1. Go to the Sales module.
  2. Open the sales list.
  3. Click the invoice number of the sale and go to the Sale details tab.
  4. Click Generate payment link.
  5. Select Total or Partial
  6. Enter the amount
  7. View or copy the link generated.
  8. Share it with your collector by email or another channel.

You can also add a payment link when sending an invoice by email from ITGallery.

To do this, open the sale, click Send and tick the Add payment link option before sending the email.

The collector receives the invoice attached along with the link to make the payment.