Billing & payments
Record payments and money returned
Record customer receipts on the job, track overpayments and refunds, and understand the manual invoice workflow.
Where payments live
Open a job and choose Payments. This is where you record deposits, later receipts and money returned to the customer. Payments belong to the job; there is no invoice or quote picker. A deposit requested on a quote is not money received.
Record money received
- In the job’s Payments tab, choose Add Payment (or the add action in the header).
- Leave Type as Received. Enter an amount greater than zero.
- Set Payment date, choose Cash, Check, Card, Bank Transfer or Other, and add a reference in Note if useful.
- Choose Add. Review the payment row and the updated Summary. Tapping a payment opens Edit Payment.
This records money you already received. It does not charge the customer, move money, or mark an invoice Paid.
Read the job summary
- Billed: the totals of sent invoices, including invoices you marked Paid. Draft and voided invoices are excluded.
- Received: all money recorded as Received, less Money returned.
- Still to receive: the sent invoices’ amount payable less money received, with a minimum of zero. For a CIS invoice, the customer’s amount payable excludes the CIS deduction.
- Overpaid: money received above the agreed total, when an agreed total is available. An amber notice explains the excess.
Example: a sent invoice for $2,165 and a $500 deposit show Billed $2,165, Received $500 and Still to receive $1,665. Recording another $1,665 takes Still to receive to $0; you still mark the invoice Paid separately.
Show an advance on an invoice
While the invoice is a Draft, enter the amount already received in Advance received. It starts empty and is never filled automatically. This prints Less advance received and reduces the document’s Balance due. Recording the payment and typing the invoice advance are separate steps; typing an advance does not create another payment.
The advance hint is a plain sum of received money not already shown as an advance on another invoice. It includes money for invoices already marked Paid. Check your records so you do not deduct the same receipt twice.
Handle an overpayment or refund
- If an incoming payment takes the job above its agreed total, review the amber warning. You can still save a real overpayment.
- If you actually give money back, choose Add Payment → Type → Money returned. Enter a positive amount, the Date returned, method and a Reason.
- Choose Add. The row shows a minus amount; Received decreases. When the excess has been returned, the Overpaid amount and notice disappear.
A reason is required for money returned. If returns exceed the job’s receipts, the app asks you to check the payment records.
Correct a mistaken entry
Tap a payment to change its amount, date, method or note and Save. Delete only a record entered by mistake. A receipt’s delete message tells you to record a return instead if the money really went back to the customer. Deleting a return removes that return record. On iPhone and iPad, swipe the row and choose Delete; read the confirmation before choosing. On Mac, use the row’s context menu or the Delete Payment action in the editor.
Invoice status and job receipts are separate
Open a sent invoice and choose Mark as Paid once it has been paid. Use Mark as Unpaid to correct that status. These actions change invoice status and Outstanding; they do not add, remove or edit job payments. Keep both the payment history and the invoice status accurate. A job’s Still to receive and the Dashboard’s invoice Outstanding can differ because they answer different questions.