Update payment amounts, change dates, adjust status, refresh payments after contract changes, or remove outdated payments from your project records.
Before You Start
- Ensure you have appropriate permissions 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
Editing a Payment
Navigate to the Payment
- Click Cost in the left-hand navigation bar
- Click Payments in the top navigation
- Locate the payment you want to modify
- Click the Action button (three dots) next to the payment
- Select Edit Payment from the dropdown menu
Update Payment Details
- Click the Payment Date field to select a new date
- Update the Payment Status from the dropdown: Draft, Submitted, Approved, Paid, or Rejected
- Click the Amount Approved field to enter the new amount
- Toggle on Submitted Amount to track variance between submitted and approved amounts — add a comment to document the reason for any variance
- Add notes or attach supporting documents (payment certificates, approval emails, photos) as needed
- Click the blue Update button to save changes — your edits are visible immediately in the Payments register
Click on any attached file to open the Documents preview panel — a side panel displaying the full document, its classification, and AI Ready status.
Just need to approve a payment? Open the Payment 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 update it from Draft to Approved. You'll be prompted to enter a Date Approved.
Refreshing 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 milestones has been rearranged
- A section name has been updated, or its parent has been changed
The banner does not appear on earlier payments — only the last payment on the contract.
Refresh Your Payment
- Open the last payment on the contract by clicking Action > Edit Payment
- Look for the Payment Refresh banner in Line Items tab
- Click the Refresh button
- Confirm the action when prompted
- Review the updated line items and amounts
- Click the blue Update button to save
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. Your payment will now include the latest contract and variation data.
Deleting a Payment
- Navigate to the Payments register
- Click the Action button (three dots) next to the payment
- Select Delete Payment from the dropdown menu
- Review the confirmation dialogue and click the red Delete button
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.
Troubleshooting & FAQs
Q: What if I cannot edit a payment marked as Paid?
Contact your Project or Workspace Administrator to reopen the closed cash flow month.
Q: 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.