Recording cash and other offline payments

In this article, you'll learn how to record payments that didn't come through the CRM, like cash, a check or a Venmo transfer. When you log them, the job's balance stays correct and your Payments report shows where your money really came from.

You can record these offline payment types:

  • Cash
  • Check
  • Credit (offline)
  • Debit (offline)
  • Bank transfer (offline)
  • Consumer financing (offline)
  • Cash App
  • Venmo
  • Zelle
  • Other
Note: Cash App, Venmo and Zelle aren't connected to the CRM. Picking one just labels the payment so you can see later how much came in that way. You still have to record each one yourself.

Card and bank (ACH) payments aren't on this list. When a customer pays by card or through a payment link, the payment shows up on the job by itself. If you typed it in as well, you'd count the same money twice.

Recording a payment on the web

To open a job's payments:

  1. Open the job.
  2. Click the Payments tab. Under the tab name you'll see the balance still owed.

Adding the payment

  1. Click Add payment. If the job has no payments yet, click Add payments instead.
  2. The Add payment form opens. The Amount is already filled in with the balance owed, since paying in full is the usual case. Change it if they paid part.
  3. Check the Date. It starts on today.
  4. Pick the Payment type.
  5. If the type has a reference field, fill it in. A check asks for the Check number, Credit and Debit ask for a Confirmation, and the rest ask for a Reference. Cash doesn't ask for one.
  6. Add a Note (optional) if you want one.
  7. Click Add payment.

The form closes straight away and the payment lands on the job a moment later, with the balance updated.

Recording a cash payment on a job

When they paid more than the balance

If you enter more than what's owed, the form shows how much extra it is and asks you to tick a box to record the extra as an overpayment. Until you tick it, the payment won't save. Once you do, the button changes to Record overpayment.

The job then shows an Overpaid amount next to the balance and under the payment list, so nobody misses the credit.

Recording a payment on the phone app

To open the payment page:

  1. Open the job.
  2. In the Payments section, tap Add payment. This opens the Collect payment page.

Adding the payment

  1. Check the amount at the top. To take a part payment, tap Edit, type the amount and tap Save.
  2. Scroll down to Or pay with.
  3. Tap Cash or Check. For anything else, tap Other payment methods and pick the type from the list.
  4. Check the Payment date.
  5. Type the Check number, or the Reference number for other types, if you have one.
  6. Tap Submit payment.

The payment is recorded against the job and its invoice. If the job doesn't have an invoice yet, the CRM makes a draft one so the payment has somewhere to go. A part payment shows on the invoice as paid so far, and the rest stays open.

Tip: On an invoice in the app, tap Collect payment to reach the same page.

Removing a payment you recorded by mistake

  1. On the job's payments, click or tap the ⋮ next to the payment.
  2. Choose Remove and confirm.

The balance goes back up by that amount.

Warning: A card payment can't be removed. Choose Refund payment from the same menu instead, and the balance reopens by the amount you refund.
Note: In the phone app, Remove only shows if your role is allowed to delete job payments.

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