Last updated November 6, 2026
Once an invoice exists for a trip, you can record payments against it to track what your client has paid and what remains outstanding. Payments are managed from the Payment Schedule card on the invoice detail page.
Open the invoice from the trip's Invoices tab and scroll to the Payment Schedule section. Click Add Payment to create a new payment row. Each payment starts with a status of Pending and an amount of $0 — click the edit icon to fill in the details.
Each payment row tracks:
| Field | Description |
|---|---|
| Status | Pending, Paid, or Overdue |
| Due Date | When the payment is expected |
| Notes | Free-text label (e.g. "Deposit", "Final payment") |
| Amount | Dollar amount for this payment |
Click Edit plan on the invoice's Payment Schedule and pick Final payment, Monthly or Custom dates. JourneyFuse divides what is left on the invoice and puts any leftover cents on the final payment, so the amounts add up exactly. Paid payments never move. See Invoices for each option.
Click the green checkmark icon on any pending payment to mark it as paid. This:
Click the pencil icon to edit any payment inline. You can change the amount, due date, notes, status, payment type and payment method. Press the checkmark to save or the X to cancel. The same fields are available from the trip's Payments tab, which opens the payment in a dialog instead.
Payment method is editable after the fact, so a payment recorded before you knew how it was tendered (or recorded under the wrong method) can be corrected at any time. Clearing the method back to blank is allowed too.
Some payment types are set by JourneyFuse rather than chosen: Invoice Payment for anything recorded through Record Payment, Card Authorization for an automatic card charge, and a few others created by the confirmation importer. Those appear in the Payment Type list marked set by JourneyFuse and cannot be assigned by hand, but you can still relabel the row as a Deposit, Installment, Balance or Final Payment if that suits your schedule better.
Click the trash icon to remove a payment. A confirmation dialog will appear before the payment is deleted. The invoice status recalculates automatically after deletion.
The footer row of the payment schedule shows:
The total is color-coded: green when payments match the invoice total, yellow when payments are less, and red when payments exceed the invoice total.
When the two do not match, the footer also tells you what would square them up, naming the row and the exact amount, for example "Schedule is $220.00 over the invoice total. Set the final payment to $1,811.61?" Click Fix to apply it. Only that one row changes, and only ever a row that is still pending, so money you have already collected is never rewritten.
If the schedule is off but no fix is offered, it is because there is no pending row left to absorb the difference. On a fully paid invoice that reads red, the schedule is telling you more money arrived than the invoice asked for, which is worth looking into rather than smoothing over.
When your client's card is already on file for the trip and you ran it with the supplier yourself, record the payment from the trip's Payments tab: Collect, then Record a payment received. Under Paid with a card on file?, pick the card (for example "Visa ···6589 · Jason Pope").
Picking the card fills in Who paid?, the Payment Method and the card's last four digits, so you do not have to remember whose card it was. When you save, the card is also marked charged for this payment. That means the same money can never be added a second time by Mark as Charged on the card later.
Not every payment is money arriving in your account. A Future Cruise Credit, a NextCruise or CruiseNext certificate, a supplier voucher, or a gift card all reduce what your client still owes, and they are recorded the same way as any other payment: Record Payment, then pick the matching Payment Method.
| Method | Use it for |
|---|---|
| Travel Credit | Future Cruise Credit, NextCruise, CruiseNext, supplier vouchers and certificates |
| Gift Card | Gift cards applied toward the balance |
Record these as payments rather than discounting the line item. The line item stays at the full fare, which keeps your commission base correct, and the credit shows on the client's invoice as a separate entry reducing the amount due.
Put a short description in What this payment is for (for example "Future Cruise Credit"). Your client sees that text on their invoice and portal, so it tells them exactly what the credit was.
Adding a credit to an invoice that already has a full payment schedule leaves the schedule adding up to more than the invoice, and the Payments Total in the footer turns red. The footer names the correction and offers a Fix link that applies it. Your client's view already accounts for the credit either way, so their final payment shows the reduced figure whether or not you square up the schedule.
Onboard Credit (the OBC field on a cruise booking) is spending money for use aboard the ship. It does not reduce what your client pays you, so it lives on the booking rather than the invoice, and it appears on the trip overview instead of the payment schedule. Do not record OBC as a payment.
When a trip has multiple travelers with split shares, payments can be assigned to specific travelers. This reduces that traveler's individual balance in the Traveler Shares table. All payment types work with traveler assignment — manual payments, card authorizations, checks, and more.
This is part of JourneyFuse’s travel agency software: invoices, client payments and balances tied to every trip.
Send payment reminders and receipts from the invoice page, and set automatic payment reminders in Automations → Payment reminders.
Create invoices from trips, track payment status, and manage overdue balances across your client bookings.
Set up deposits, reminders, and balance authorization requests, then process the authorized payment with the supplier and record the result.