record payment

Recording Payments

How to record a new payment in the system and apply it to one or more orders.

Overview

Record payments when clients pay for services. Payments can be applied to single orders or split across multiple orders from the same company.

Accessing Payment Recording

From Payments Module

  1. Navigate to Accounting → Payments
  2. Click Record Payment button

From Order Details

  1. Open any order
  2. Click Record Payment button
  3. Order is pre-selected

From Outstanding Orders Panel

  1. Click on an outstanding order
  2. Click Record Payment in the order details

Recording Steps

Step 1: Select Orders

  1. Choose client company
  2. Select orders to apply payment to
  3. Review outstanding amounts
  4. Click Next

Step 2: Enter Payment Details

  1. Payment Date: Date payment was received (defaults to today)
  2. Payment Amount: Total amount received
  3. Payment Method: How client paid
  4. Reference Number: Check number, transaction ID (optional)
  5. Notes: Internal notes (optional)

Step 3: Allocate to Orders

If multiple orders selected:

Proportional Allocation (Automatic):

  • System distributes payment proportionally
  • Based on each order's outstanding amount

Manual Allocation:

  • Specify exact amount for each order
  • Total must equal payment amount

Example:

Payment: $500
├── Order #1001: $300 (60%)
├── Order #1002: $150 (30%)
└── Order #1003: $50 (10%)
Total: $500

Step 4: Review and Save

  1. Verify all details
  2. Check allocation amounts
  3. Click Save Payment
  4. Payment recorded and orders updated

Payment Methods

Cash

  • Payment received in person
  • No reference number needed
  • Receipt recommended

Check

  • Enter check number in reference field
  • Bank hold period may apply
  • Record bank deposit date in notes

Credit Card

  • Enter transaction ID
  • Card type stored automatically
  • Includes processing fees

ACH / E-Check

  • Direct bank transfer
  • Enter confirmation number
  • May have 1-3 day processing

Other Methods

  • PayPal, Venmo, Zelle, etc.
  • Enter transaction reference
  • Record platform in notes

After Recording

Automatic Updates

  • Order outstanding amounts update
  • Payment appears in payment list
  • Receipt can be sent to client

Send Receipt

  1. After saving, click Send Receipt
  2. Verify recipient email
  3. Customize message if needed
  4. Send immediately

View Payment

  • Payment details page shows all information
  • View applied orders and allocations
  • Edit or refund if needed

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