How to send payment receipts

In this article, you'll learn how to send a customer a receipt for a payment you've collected, and where they can find their receipts later. It helps when someone pays cash or by check and wants something in writing, or when a customer asks for a copy after the fact.

Each payment gets its own receipt. If a customer pays half now and half later, you can send a receipt for each payment.

To find a job's payments:

  1. Open the job.
  2. Click the Payments tab. You'll see every payment on the job, with its number, method, date, reference and amount.
The Payments tab on a job lists each payment, with a ⋮ menu at the end of the row
The Payments tab on a job lists each payment, with a ⋮ menu at the end of the row

Send a receipt for a payment

You can send a receipt any time after the payment has been recorded.

  1. Open the job and click the Payments tab.
  2. Find the payment you want a receipt for and click the ⋮ at the end of its row.
  3. Click Send receipt.

A note appears under the list telling you how it went, for example Receipt sent by text and email. The receipt goes by text if the customer has a phone number on file and by email if they have an email address. If they have both, they get both.

Sending a receipt from a job's Payments tab
Note: If the customer has no phone number or email on file, the receipt can't go out and you'll see a message saying so. Add their contact details to the client and try again.

On the phone app

On the phone app, open the job, go to Payments and tap the ⋮ next to the payment, then tap Send receipt. You'll find the same ⋮ menu next to each payment on an invoice in the app.

What your customer receives

The text and email say who the receipt is from and how much was paid, then include two links:

  • Receipt: a link to a PDF receipt for that one payment.
  • All your invoices and receipts: a link to their customer portal.

If the payment was recorded on a job that doesn't have an invoice yet, there's no invoice document to print a receipt from, so the message links to their customer portal instead.

A receipt works even when the customer still owes money. It shows what they paid, how they paid and on what date, and a Balance remaining line with what's still owed after that payment.

Tip: You can change the wording of the receipt text and email in Settings › Templates, under Payments. To change how the PDF itself looks, edit the Payment Receipt template. See Customizing estimate, invoice and receipt templates.

When a receipt goes out without you sending it

If a recurring job is set to charge the customer's card on file, a receipt is sent when that card charge goes through. You don't need to send those by hand.

Customers can download receipts from their portal

Customers don't have to wait for you to send one. When they open an invoice in their customer portal:

  • A paid invoice shows a Download receipt button.
  • An invoice that's partly paid shows Receipt so far, which downloads the receipt for the most recent payment.

Refunded payments

There's no receipt for money you've given back. If a payment was refunded, Send receipt shows a message saying there's no receipt to send, and a refunded invoice has no receipt to download in the portal.

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