Payments

In Robaws, payments can be registered in various ways. You can book a payment manually, or it can be registered through an integration.
The various options are explained below.

1. If you use an accounting package with which we have an API integration, we recommend using that integration to initiate and receive payments. This ensures that outgoing and incoming payments are synchronised in Robaws, so that these invoices are reconciled.
2. If you do not use such an accounting package, you can set up a link with a banking platform (Ponto, Codabox) with which Robaws has an API integration. This ensures that outgoing and incoming payments are synchronised in Robaws, so that these invoices are reconciled.
3. If you do not work through an integration, you can initiate a payment file from Robaws for outgoing payments. The payment file contains all the information needed for a payment. You can load this file into your banking application to execute the payment.
4. Finally, a payment can also be registered manually in Robaws.

Navigate quickly to the section about:

• Payments via the accounting package, e.g. Exact Online, Octopus, Yuki, ...
• Payments via a banking platform, e.g. Ponto, Codabox
• Payments via a payment file
• Registering payments manually
• Consulting the history of the payments
• Payments with a financial discount

Payments via the accounting package

If you use an accounting package with which we have an API integration, it is often possible to synchronise the incoming and outgoing payments so that Robaws is always up to date. Consult this overview to see the options for each accounting package.

Incoming payments

As soon as you have sent the sales invoice to the accounting package, there is a synchronisation between both packages. This means that the invoices that are reconciled in the accounting system are given an adjusted status in Robaws, e.g. 'paid'.

Outgoing payments

You can send the incoming invoice to the accounting package in order to execute the payment from there. Thanks to the automatic feedback from the accounting package to Robaws, the status of the incoming invoices in Robaws is adjusted as soon as the payment has been initiated.

How each accounting package works and what it offers

Every accounting package has its own API integration and its own way of working. Apart from that, it is important that the link has been set up correctly and that the settings are configured correctly both in Robaws and in the accounting package.

Consult this overview for the details that apply to each accounting package.

Payments via a banking platform

If you use an accounting package for which there is no integration, but you still want the payments of your invoices and incoming invoices to be registered automatically in Robaws, you can set up a link with a banking platform such as Ponto or Codabox. This is a budget-friendly and simple way to save a lot of time and avoid mistakes.

Incoming payments

Robaws tries to link every incoming payment to the correct invoice itself. This happens in steps:

1. On the statement. Robaws searches for invoices based on the structured statement. If it finds exactly one, the payment is reconciled immediately and you see it in the payment history of that invoice.
2. On IBAN and name. If several invoices match the same statement, Robaws uses the account number and the name of the counterparty to single out the right one. If one invoice then remains, that one is reconciled. Please note: the name and account number must match exactly what is recorded on the customer or supplier — a bank that writes 'BVBA' differently does not produce a match.
3. A notification. If several candidates still remain after that, everyone with administrator rights receives the notification 'Bank payment could not be matched automatically', listing the invoice numbers that were eligible. That notification is sent once per payment.

A payment that was not linked automatically has to be linked to an invoice manually.

1. Go to the overview of the invoices and click the '€' sign at the top.
2. Here you find all payments and you can see immediately which ones were not linked to an invoice automatically.
3. Open the payment you want and link the correct invoice to it.

Outgoing payments

Outgoing payments can also be executed via Ponto or Codabox. Select the incoming invoices in the overview and click the 'Pay incoming invoices' icon at the top. You then get the choice to either export a payment file, or to pay via Ponto / Codabox.

Payments via a payment file

You can choose to pay several incoming invoices together using a payment file.

Once this payment file has been created, these invoices are given the status that has been configured under 'status after payment file initiation'. If this status is the same as the status configured under 'paid status', the system automatically registers a payment for the full amount of the invoice.
The system assumes that, after the payment file has been created, the payment will be executed correctly and that the invoices are therefore fully paid.

Registering payments manually

You can register payments manually on the sales invoice or the incoming invoice, by changing the status or by registering the payment as a simple registration.

Changing the status

You change the status to 'paid': in this case the entire outstanding balance is registered as a payment and it is now changed to €0.

Simple registration

You register a simple payment by clicking the outstanding balance. Click 'Simple registration', choose a type of payment and enter the amount.

There are 3 types of payment that can be registered:

1. Payment: an ordinary payment of the invoice;
2. Payment difference: the difference between the actual payment and the amount of the invoice, which may be written off as a payment difference (if the customer pays too much, a positive payment difference / if the customer pays too little, a negative payment difference). You only use this if you agree with the payment difference. If you want the invoice to be shown as fully paid, you will have to draw up an additional invoice for the remaining (small) amount.
3. Granted financial discount: when there is a financial discount on the invoice and the system has not registered this automatically.

Consulting the history of the registered payments

If you look at the overview of the invoices, you only see the amount that is still outstanding. However, if you want to consult which payments have already been registered, on which date and by which user, you can do so by opening the invoice and clicking the outstanding amount.
You then get the screen below, where you can consult how much has already been paid and at which moments the payments were registered.

Payments of invoices with a financial discount

If you want to register a payment for an invoice with a financial discount, the system registers the financial discount automatically if the payment falls within the correct period.
If the payment was not registered in the system in time, but there is still an entitlement to the discount, you can still register this manually via a simple registration.

Example: this is an invoice of €1,205.80 (incl. VAT), on which a financial discount of €20 applies if payment is made within 7 days. On the pdf we see that the amount with financial discount is €1,185.80. The system automatically shows the €20 discount in the payment overview as 'financial discount' if the payment falls within the 7 days.

Updated on: 08/09/2026