In this article, you'll learn how to send a customer a receipt for a payment, either the moment you collect it or later from the job. It helps when someone pays cash or by check and wants something in writing, or 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 one.
To find a job's payments:
- Open the job.
- Click the Payments tab. Under Job payments you'll see every payment with its number, method, date, reference and amount.
Send a receipt as you collect the payment
Every payment ends with the question Send a receipt?, whether you recorded cash or a check with Add payment, took a card through Collect payment on the invoice page, or collected it on the phone app.
- Record or collect the payment as usual.
- When Send a receipt? appears, click Yes. Click Not now to skip it.
- Under Send it by…, pick Text, Email or Both.
The card tells you how it went, for example Receipt sent by text and email.
Send a receipt later
You can send a receipt any time after the payment has been recorded.
- Open the job and click the Payments tab.
- Find the payment and click the ⋮ at the end of its row.
- Click Send receipt.
A note appears under the list, for example Receipt sent by text and email. From this menu 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.
When an invoice belongs to a job, the invoice page shows the same Job payments list with the same ⋮ menu.
On the phone app
Open the job, go to Finance, open Payments and tap the ⋮ next to the payment. A Payment sheet opens; tap Send receipt. An invoice in the app has its own Payments section with the same menu. When you collect a payment in the app, the Send a receipt? card appears there too.
What your customer receives
The text and email use the wording in Settings › Templates, under Payments › Receipt. Out of the box they say who the receipt is from and how much was paid. Two links follow the message:
- Receipt: a PDF receipt for that one payment.
- All your invoices and receipts: the customer's portal.
If the payment has no invoice behind it, for example on a canceled job, there's no document to print a receipt from, so the message carries a Your account link to their portal instead.
A receipt works even when the customer still owes money. It shows what they paid, how they paid and on what date, with a Balance remaining line for what's still owed after that payment.
Receipts that go out on their own
If a recurring job is set to charge the customer's card on file, a receipt is sent when that 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. 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. On a refunded payment, Send receipt shows a message saying there's no receipt to send, and a refunded invoice has no receipt to download in the portal.