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. Logging them keeps the job's balance correct and shows in your Payments report where the money really came from.
You can record these payment types by hand:
- Cash
- Check
- Credit (offline)
- Debit (offline)
- Bank transfer (offline)
- Consumer financing (offline)
- Cash App
- Venmo
- Zelle
- Other
Card and bank (ACH) payments aren't on the list. When a customer pays by card or through a payment link, the payment lands on the job by itself. Typing it in as well would count the same money twice.
Recording a payment on the web
To open a job's payments:
- Open the job.
- Click the Payments tab. The balance still owed shows under the tab name.
The tab shows the Balance against the job total, then a Job payments list with two buttons: Pay by credit card and Add payment.
Adding the payment
- Click Add payment. If the job has no payments yet, the button reads Add payments.
- The Add payment form opens with the balance outstanding at the top. The Amount is already filled in with that balance. Change it if they paid part.
- Check the Date. It starts on today.
- Pick the Payment type. It starts on Cash.
- Fill in the reference field if the type has one. Check asks for a Check number, Credit and Debit ask for a Confirmation, and the rest ask for a Reference. Cash doesn't ask for one.
- Add a Note (optional) if you want one.
- Click Add payment.
The form closes straight away and the payment appears in the list a moment later, with the balance updated. If the job doesn't have an invoice yet, the CRM creates one so the payment has somewhere to land.
Sending a receipt
Right after the payment saves, a card asks Send a receipt?
- Click Yes, or Not now to skip it.
- Choose Text, Email or Both.
You can also send one later from the payment's ⋮ menu with Send receipt.
When they paid more than the balance
If you enter more than what's owed, the form says 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.
From an invoice page
An invoice page shows the same Job payments list, so Add payment works there too. The Collect payment button above it is for card payments only. An invoice with no job behind it, like a recurring one, has an Add payment button instead, which opens the same form. Both buttons grey out once nothing is owed.
Recording a payment on the phone app
To open the Collect payment page:
- Open the job and go to its Finance tab.
- In the Payments section, tap Add payment, or tap the + on the Payments row.
Adding the payment
- Check the Amount due at the top. To take a part payment, tap Edit, type the amount and tap Save.
- Scroll down to Or pay with.
- Tap Cash or Check. For anything else, tap Other payment methods and pick the type from the list.
- The method's page opens with the amount large in the middle. Tap it to change it if you missed the Edit step.
- Check the Payment date.
- Type the Check number, or the Reference number for other types, if you have one.
- Tap Submit payment.
The page closes the moment you tap Submit, and the payment is recorded against the job and its invoice. If the job doesn't have an invoice yet, the CRM makes one. A part payment shows on the invoice as paid so far, and the rest stays open. Then the same Send a receipt? card appears, with Text, Email or Both.
Removing a payment you recorded by mistake
- In the job's payments, click or tap the ⋮ next to the payment.
- Choose Remove and confirm.
The balance goes back up by that amount.
