Record cash, check and other payments

Overview#

When a customer pays with cash, a check, a bank transfer you received directly, or any other way that doesn't go through your card processor, record it on the invoice. The payment counts straight away, the balance drops, and the invoice turns Paid when the balance reaches zero. Partial payments are fine.

Before you start#

• Recording payments needs payments.record: Owner, Admin, Accounting, and Technicians on their own jobs. Dispatchers and Customer service can't record payments.

• The invoice must have a balance due.

Steps#

In the office#

1. Open the job and scroll to Invoice.

2. Open Record payment.

3. Check the Amount. It starts at the full balance; change it for a partial payment.

4. Pick the Method: Cash, Check, Bank transfer or Other.

5. Add a Reference, such as the check number or transfer confirmation.

6. Click Record payment. It appears under Payments with the method, reference and time.

In the Field app#

1. On the appointment's invoice, tap Cash or check.

2. In Record a payment, enter the Amount (and Check number for checks).

3. Tap Record {amount} cash or Record {amount} check. Without signal it saves on the phone and syncs later. A receipt text goes to the customer when texting is on.

Settings that change this#

• Settings › Communications › Customer Notifications: the "Payment receipt" text.

• Settings › Integrations › QuickBooks Online: recorded payments sync to QuickBooks when connected.

Tips#

• Always add the check number. It makes deposits easy to match later.

• "Bank transfer" here means money that already arrived in your bank by other means. Customers who want to pay by bank online should use the pay link.

• Pressing the button twice won't record the payment twice.

Troubleshooting#

• "Enter the amount received, like 125.00." → the amount isn't a number → type digits with an optional decimal.

• "That's more than the balance due." → lower the amount to the balance.

• "This invoice is void." → payments can't go on a void invoice.

• No Record payment section → the balance is zero, or your role can't record payments.

FAQ#

Does recording a payment in the office text a receipt? No. Office-recorded payments don't send a receipt text. Payments recorded in the Field app, and card and bank payments, do (when texting is on).

I recorded the wrong amount. How do I fix it? Refund the payment (cash/check refunds are recorded by hand), then record the correct amount. See Refund a payment.

Coming from ServiceTitan#

• Same: record cash, check and other payment types against the invoice with a memo or reference.

• Different: payment types are a fixed short list. Field payments work offline.

• Where it lived: ServiceTitan's Payments on the invoice; Record payment on the TradesWork invoice card.