Watch: recording a payment
Swipe the screen to move between steps.
Open the payment form
In the app, open the invoice from the Invoices tab and tap Record payment.
- Open Invoices and select the invoice.
- Select Record payment. It is shown while the invoice is Issued, Partially paid or Overdue.
- The page opens with the outstanding balance at the top.
Fill in the payment
- Method: Bank transfer or Cash.
- Amount: what you received. It can be less than the balance, but never more.
- Reference: the transfer reference or receipt number. It is optional, but it makes reconciliation much easier.
- Payment date: the day the money arrived. Leave it empty for today.
Select Record payment to save. The payment is added to the invoice's Payment history.
Part and full payments
A part payment moves the invoice to Partially paid and lowers the balance due. Record each later payment the same way.
When the balance reaches zero, the invoice is Paid, the ticket moves to Closed and the technician's payout is created as Pending, ready for review. A payout is created only if the technician has a pay rate.
Who is notified
Every payment you record sends a payment notification to the client and to the accountants and Super Admins.
Card payments
When a client pays online by card, mada or Apple Pay, the payment is recorded automatically and appears in Payment history. Never record it again by hand.
Tips
- Enter the bank's own reference in Reference, so the payment is easy to match on Reconciliation.
- Set Payment date to the day the money arrived, not the day you record it, so monthly collections stay accurate.
Frequently asked questions
- Why don't I see Record payment?
- The invoice is Paid, Void or Draft, or it belongs to an internal team ticket, which is settled internally instead. Operations managers can't record payments.
- I entered more than the balance. What happened?
- The payment was refused because the amount is more than the balance still due. Record the exact amount owed.
- Can I undo a recorded payment?
- No. The portal has no way to remove a payment. Contact your Super Admin if one was recorded by mistake.
- Can a client pay part of an invoice online?
- No. Online card payment always pays the full balance. Part payments are bank transfers or cash that you record here.
Still stuck?
Our team can look at your request or account with you.