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How to Edit and Delete Payments

Complete step-by-step guide for modifying payment records in construction project management

Update payment amounts, change dates, adjust status, refresh payments after contract changes, or remove outdated payments from your project records.

Before you start

  • Make sure you have permission to edit payments in the Cost module.
  • Once a cash flow month has been closed, only Project or Workspace Admins can edit or delete payments paid in that month.

Edit a payment

Open the payment

  1. Click Cost in the left-hand navigation bar.
  2. Click Payments in the top navigation.
  3. Locate the payment you want to modify.
  4. Click the Action button (three dots) next to the payment.
  5. Select Edit Payment from the dropdown menu.

Payments register with the Action menu open showing Edit Payment and Delete Payment options

Update the payment details

  1. Click the Month field to select a new month.
  2. Update the Status from the dropdown: Draft, Submitted, Approved, Paid, or Rejected. Setting a payment to Paid fills in Month Paid.
  3. Click the Amount Approved field to enter the new amount.
  4. Toggle on Submitted amounts to track variance between submitted and approved amounts. Add a comment to document the reason for any variance.
  5. Add notes or attach supporting documents (payment certificates, approval emails, photos) as needed.
  6. Click the blue Update button to save changes. Your edits are visible immediately in the Payments register.

Tip: Click any attached file to open the Documents preview panel, a side panel displaying the full document.

Tip: Just need to approve a payment? Open the Payments register, click the Action button (three dots) next to the payment, and select Edit Payment. Click the Status field next to the payment title and change it from Draft to Approved. The Date Approved fills in automatically; change it if the approval happened on a different date.

Refresh a payment

Payment Refresh lets you update your last payment to reflect changes made to the contract or its variations, without needing to delete the payment and create a new one.

When Payment Refresh appears

The Payment Refresh banner only appears on the last (most recent) payment when one or more of the following changes have been made:

  • A new line item or variation has been added.
  • The amount of a line item or variation has been updated.
  • The order of line items has been changed.
  • A section name has been updated, or its parent has been changed.

Note: The banner does not appear on earlier payments, only the last payment on the contract.

Update Payment form with a banner saying contract details have changed and an orange Refresh button highlighted

Refresh your payment

Warning: Refreshing is a one-time action per set of changes. Once you refresh, the banner disappears until further contract or variation changes are made. If you refresh by mistake, close the form without saving to discard the changes.

  1. Open the last payment on the contract by clicking Action > Edit Payment.
  2. Look for the Payment Refresh banner in the Line Items tab.
  3. Click the Refresh button.
  4. Confirm the action when prompted.
  5. Review the updated line items and amounts.
  6. Click the blue Update button to save.

Your payment now includes the latest contract and variation data.

Update Payment line items with the Variations section highlighted showing variation line items from the contract

Delete a payment

Warning: Deleting a payment is permanent and cannot be undone. The payment is removed from all reports, cash flow calculations, and financial exports. Consider editing or refreshing instead of deleting when possible.

  1. Go to the Payments register.
  2. Click the Action button (three dots) next to the payment.
  3. Select Delete Payment from the dropdown menu.
  4. Review the confirmation dialogue and click the red Delete button.

Delete Payment confirmation dialog for Progress Claim PC-001 warning it cannot be undone, with Delete button

Troubleshooting and FAQs

Why can't I edit or delete a payment in a closed cash flow month?

Only Project or Workspace Admins can change payments in a closed month. Ask an admin to make the change, or to click Re-open on that month in Cash Flow.

I refreshed a payment and already saved. Can I undo it?

No. Once saved, you would need to manually adjust the payment details. To avoid this, always review the updated line items before clicking Update.

Need help?

Contact Mastt Support for additional assistance with payment management.