Record a cash, cheque or e-transfer payment
How to log a payment that did not go through Stripe, what it does to the invoice, and why it carries no fee.
Not every client pays by card. When the money arrived by e-transfer, cheque or cash, you record it on the invoice yourself so the balance, the tiles, the dashboard and the reminders all know. A recorded payment is a real payment: the invoice goes to Paid the moment the balance reaches zero and the follow-up task closes itself.
Overview
Record Payment is the green button on any invoice with a balance owing. It records against the current version of the invoice, checks the amount against what is still owed, and refuses a duplicate typed twice in quick succession. It sends nothing to the client and nobody in your team — you are on the page doing it, so a notification would be noise.
How to record a payment
- Open the invoice and press Record Payment.
- Type the amount. The placeholder shows the ceiling: Amount (up to $2,260.00). A figure above the balance is refused with “That's more than the … still owing on this invoice.”
- Pick the method. The list is your country's: Cash, Interac e-Transfer, Cheque and PayPal in Canada; Zelle, Venmo, Cash App, Bank transfer (ACH), PayPal, Check and Cash in the US.
- Add Notes (optional) — the cheque number, the e-transfer reference.
- Press Record. The totals update, the banner reads Paid in full — $2,260.00 received. if that settled it, and the row appears under Payment History with today's date and the method.
A partial payment is fine. The invoice stays Sent, the banner reads $500.00 of $2,260.00 received. $1,760.00 still owing. with Chase payment beside it, and the list shows the balance with Paid $500.00 underneath.
What it changes
- The balance — recomputed from every payment on the invoice family, netting any refund or dispute already recorded.
- The status — Paid when nothing is owed and something was received; the paid date is stamped then.
- The follow-up task — “Follow up payment for INV-…” is resolved once the balance is settled.
- The Activity Log — “Recorded a cash payment of 500 on invoice INV-…”.
- No fee — a manual payment shows no processing fee and no net deposited, rather than 0.00. See Payment processing fees and payouts.
There is no undo on a recorded payment from this screen. Type the amount from the bank statement, not from memory, and use the notes field for the reference.
Who can record a payment
Recording a payment needs the Collect payments switch, not just the invoices level. In the presets that is the Manager, administrators and the owner. A Dispatcher can raise and send invoices but the server refuses their payment with a “collect payments” message — the button is on the page, the API is the control.
Frequently asked questions
The client paid a visit fee when they booked. Can I credit it?
Yes. When a booking fee has been paid, the invoice shows a Visit fee credit card with Credit to invoice; it appears in Payment History as a visit fee credit and reduces the balance. See Booking fees and visit deposits.
Can I record a card payment I took on my own terminal?
Not from this dialog — it offers the offline methods of your country (cash, e-transfer and cheque in Canada; Zelle, Venmo, Cash App, ACH, check and cash in the US). Card payments through FieldQuo go through Stripe and record themselves; a card taken elsewhere is a method the past-jobs import uses, not this screen.
Does the client get a receipt?
Not for a manual payment. If they want one, Send again emails the invoice with the payment listed and the balance at zero.
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