Managing Payments

Track and manage all payments received from your customers in one centralized location.

Viewing Payments

Access the Payments page from the main navigation to see all payments received by your business.

Payment List

The payments list shows:

• Payment amount
• Customer name
• Payment date
• Payment method (Cash, Bank Transfer, Card, etc.)
• Status (Completed, Pending, Failed, Refunded)
• Allocation status (Fully Allocated, Partially Allocated, Unallocated)

Filtering Payments

Use the filters to find specific payments:

• Search by customer name or payment reference
• Filter by payment status
• Filter by payment method
• Filter by date range

Payment Details

Click on any payment to view its complete details:

Payment Information

• Amount received
• Payment date and time
• Payment method
• Reference number (if provided)
• Customer information
• Recording details (who recorded it and when)

Allocation Summary

• Total amount
• Amount allocated to invoices
• Unallocated amount remaining

Transaction Details

For online payments (Stripe):

• Receipt URL
• Transaction ID
• Processing fees
• Net amount received

Allocating Payments to Invoices

When you receive a payment that isn't automatically linked to an invoice (like cash or bank transfers), you can manually allocate it.

Why Allocate Payments?

Allocating payments to invoices:

• Tracks which invoices have been paid
• Updates invoice status automatically
• Maintains accurate accounts receivable
• Provides clear payment history
• Helps with reconciliation

How to Allocate a Payment

1. Open the Payment

   • Navigate to Payments
   • Click on the payment you want to allocate

2. Manage Allocations

   • Click the three-dot menu (⋮) at the top right
   • Select Manage Allocations

3. Select an Invoice

   • The modal automatically displays all unpaid invoices for this customer
   • Invoices shown have:
     • Outstanding balance greater than $0
     • Status: Sent, Viewed, Partial, or Overdue
   • If no invoices appear, this customer has no unpaid invoices

4. Enter Amount

   • Enter the amount to allocate
   • Cannot exceed the invoice balance
   • Cannot exceed the unallocated payment amount
   • The invoice balance is displayed as a reference

5. Allocate

   • Click Allocate to Invoice
   • The allocation is saved immediately
   • Invoice status updates automatically
   • Remaining unallocated amount is updated

Multiple Allocations

A single payment can be allocated to multiple invoices:

Example: Customer pays $1,000

• Allocate $350 to Invoice #INV-001
• Allocate $450 to Invoice #INV-002
• $200 remains unallocated for future invoices

Partial Invoice Payment

You can partially pay an invoice:

Example: Invoice #INV-003 is for $800

• Allocate $500 from Payment #PAY-001
• Invoice status changes to Partial
• Remaining balance is $300
• You can allocate more payments later

Viewing Current Allocations

The Manage Allocations modal shows:

• All current allocations for this payment
• Invoice number for each allocation
• Amount allocated to each invoice
• Option to remove allocations

Removing Allocations

If you need to deallocate a payment:

1. Open Manage Allocations
2. Find the allocation to remove
3. Click Remove next to the allocation
4. The amount returns to the unallocated pool
5. Invoice balance is restored

This is useful for:

• Correcting allocation mistakes
• Reallocating to different invoices
• Handling payment disputes or chargebacks

Payment Methods

Track how customers pay:

Manual Methods

• Cash - Physical cash payments
• Bank Transfer - Direct deposits (include reference)
• Card - Manual card payments (not through portal)
• Other - Cheques, money orders, etc.

Automatic Methods

• Stripe Checkout - Online portal payments
• Stripe Terminal - In-person card payments
• Portal - Any payment through client portal

Payment Statuses

Status	Meaning
Completed	Payment successfully received
Pending	Payment is being processed
Failed	Payment attempt was unsuccessful
Refunded	Full refund issued
Partially Refunded	Partial refund issued

Recording Payments from Invoices

You can also record payments directly from an invoice:

1. Open the invoice
2. Click Record Payment
3. Enter payment details
4. Payment is automatically allocated to that invoice

See Recording Payments for details.

Payment Actions

Void a Payment

Void a payment that was recorded in error:

1. Open the payment
2. Click the three-dot menu (⋮)
3. Select Void Payment
4. Confirm the action
5. All allocations are removed
6. Payment is marked as voided

WARNING

Voiding a payment cannot be undone. Only void payments that were recorded incorrectly.

Send Receipt

Email a payment receipt to the customer:

1. Open the payment
2. Click the three-dot menu (⋮)
3. Select Send Receipt
4. Review the email preview
5. Click Send

The receipt includes:

• Payment amount and date
• Payment method
• Allocated invoices
• Transaction reference
• Your company details

Refund Payment

Issue a full or partial refund (for online payments):

1. Open the payment
2. Click the three-dot menu (⋮)
3. Select Issue Refund
4. Enter refund amount
5. Add reason (optional)
6. Confirm refund

INFO

Refunds are only available for payments made through Stripe (online or terminal). Manual payments (cash, bank transfer) must be refunded outside the system.

Best Practices

Record All Payments

• Record payments as soon as you receive them
• Include reference numbers for bank transfers
• Add notes about the payment if needed

Allocate Promptly

• Allocate payments to invoices within 24 hours
• This keeps your accounts receivable accurate
• Helps with cash flow reporting
• Makes reconciliation easier

Use Reference Numbers

When customers pay via bank transfer:

• Ask them to include their invoice number as reference
• This makes allocation faster
• Reduces errors
• Makes bank reconciliation easier

Review Unallocated Payments

Check for unallocated payments regularly:

• Filter by "Unallocated" status
• Investigate why they're unallocated
• Contact customers if unclear
• Allocate once invoice is identified

Handle Overpayments

If a customer overpays:

• Allocate the invoice amount
• Leave remainder unallocated
• Apply to next invoice, or
• Process a refund if requested

Keep Notes

Use the notes field to document:

• Why a payment was received
• Payment arrangement details
• Discount or credit applied
• Customer communication

Common Scenarios

Scenario 1: Multiple Invoices Paid Together

Customer sends one payment for multiple invoices:

1. Record the single payment
2. Open Manage Allocations
3. Allocate to first invoice
4. Allocate to second invoice
5. Continue until all invoices are covered

Scenario 2: Payment Received Before Invoice

Customer pays in advance:

1. Record the payment
2. Leave it unallocated
3. When invoice is created, allocate the payment
4. Invoice is marked as paid immediately

Scenario 3: Customer Disputes Invoice

Customer pays less than invoiced amount:

1. Record the actual payment received
2. Allocate to the invoice
3. Invoice remains in Partial status
4. Add notes about the dispute
5. Resolve the dispute
6. Either: Write off the difference, or request remaining balance

Scenario 4: Wrong Amount Allocated

You allocated the wrong amount:

1. Open Manage Allocations
2. Remove the incorrect allocation
3. Allocate the correct amount
4. Invoice status updates automatically

Integration with Accounting

If you use Xero integration:

• Payments sync automatically to Xero
• Allocations sync as invoice payments
• Keeps both systems in sync
• Reconciliation is automatic

See Xero Integration for setup details.

Next Steps

• Recording Payments - How to record payments from invoices
• Creating Invoices - Generate invoices from jobs
• Xero Integration - Sync with your accounting software