Once a deal is closed, Limitlytics tracks every payment and refund through the invoice workflow. This keeps the invoice ledger, deal ledger, contact lifetime value, and Financial Dashboard aligned.

Payment statuses

Every deal has a payment status that updates automatically based on recorded transactions:

These statuses are color-coded throughout the app for quick recognition.

Recording a payment

1. Open the Payments action on the contact, open the relevant invoice in Billing > Invoices, or go to Billing > Payments
2. Click Record payment
3. Fill in the details:
   • Deal -- choose which closed deal the payment belongs to
   • Invoice -- for payment plan deals, choose the exact invoice or installment being paid
   • Amount -- the payment amount
   • Event type -- choose Payment or Refund
   • Date -- when the transaction occurred
4. Save

The payment is immediately reflected in:

• The deal's payment status
• The contact's lifetime paid value
• The Cash Collected data field (used in dashboards and reports)
• The contact's audit trail

Processing a refund

Refunds work the same way as payments:

1. Open the Payments action on the contact or the invoice in Billing > Invoices
2. Click Record payment
3. Enter the refund amount
4. Set the event type to Refund
5. Set the date
6. Save

The refund reduces the total collected for that deal, which may change its payment status (e.g., from "Paid" back to "Partial").

Transaction ledger

Each deal maintains a chronological list of all transactions. You can work with payments in three places:

• The Payments action on a contact to record a payment against the correct deal and invoice
• Billing > Payments for a workspace-wide invoice payment ledger and to record a payment from any contact
• The invoice itself for edit and delete actions once the payment exists

Outstanding balances

When a deal has been closed but not fully paid, Limitlytics tracks the outstanding balance (deal value minus amount collected).

Contacts with unpaid closed deals are surfaced with a notice so you know who still owes money. This is especially useful for payment plan deals where payments happen over time and future invoices are still scheduled.

Lifetime values

Each contact tracks two lifetime metrics:

Both values update automatically when deals are created or payments are recorded. Changes to these values are tracked in the contact's audit trail.

How payments affect dashboards

Recorded payments flow into several dashboard metrics:

• Cash Collected chart on the Financial Dashboard
• Revenue collected on the Offers page
• Collection percentage per offer
• Profit calculations (revenue minus expenses)

This means your Financial Dashboard is always up to date with your actual payments, not just committed deal values.

Best practices

• Record payments from the invoice -- this keeps billing and deal reporting aligned
• Use the correct date -- set the transaction date to when the payment actually occurred, not when you're recording it
• Check outstanding balances regularly -- use Billing > Deals and Billing > Payment Plans to see who still owes money
• Use refunds, not deletions -- if a payment was recorded incorrectly or needs to be reversed, record a refund rather than trying to delete the original transaction. This preserves the audit trail.