Record a Payment

Learn how to mark invoices as paid when customers pay you.

When You'd Record a Payment

• Customer pays cash at job site
• Check arrives in the mail
• Customer pays online (auto-recorded, but verify)
• Receive bank transfer
• Customer pays in person at your office
• Partial payment received (installment plan)

How to Record a Payment

From the Invoice

Most common method:

Step 1: Find the Invoice

1. Navigate to Invoices
2. Search by customer name or invoice number
3. Click invoice to open

Step 2: Click Record Payment

1. Look for Record Payment button (top-right)
2. Click it
3. Payment form opens

Step 3: Enter Payment Details

Amount Received:

• Default: Full invoice amount
• Can enter less for partial payment
• Example: $280.88 (full) or $100.00 (partial)

Payment Method:

• Cash
• Check
• Credit Card
• Debit Card
• ACH/Bank Transfer
• Other

Payment Date:

• Default: Today's date
• Can backdate if payment was received earlier
• Example: Payment received Friday, recording Monday

Reference Number (Optional):

• Check number: 1234
• Transaction ID: TXN-5678
• Confirmation code: ABC123

Step 4: Save Payment

1. Click Save Payment
2. Invoice status updates to PAID
3. Customer receives payment receipt email (if enabled)

Quick Payment Recording

From Invoices List Page:

Steps:

1. Navigate to Invoices
2. Find unpaid invoice in list
3. Click dollar amount (💵 icon)
4. Quick payment popup appears
5. Confirm amount and method
6. Click Record

Advantage: Record payments without opening full invoice (saves clicks).

Payment Methods

Cash Payment

Customer paid in person:

What to record:

• Payment method: Cash
• Amount: Exact amount received
• Date: Date received
• Reference: None needed (or add "Paid in person")

What happens:

• Invoice marked PAID immediately
• Cash recorded in daily cash log
• Reconcile cash drawer at end of day

Best practice: Count cash with customer present, give printed receipt immediately.

Check Payment

Customer mailed or handed you a check:

What to record:

• Payment method: Check
• Amount: Check amount
• Date: Date check received (not check date)
• Reference: Check number (e.g., "1234")

Important:

• Don't mark PAID until check clears (some businesses)
• Or mark PAID immediately (most businesses)
• Add note if check bounces (see below)

Best practice: Take photo of check (front & back) and attach to invoice.

Credit Card Payment

Customer paid by card:

Online payment (auto-recorded):

• System records payment automatically
• You get notification
• Verify payment appears on invoice
• Status updates to PAID

Manual card entry (phone/in-person):

• Use payment terminal
• Get confirmation code
• Record payment in Crewdex:
  • Method: Credit Card
  • Reference: Last 4 digits (e.g., "Card ×1234")
  • Confirmation: Transaction ID

ACH/Bank Transfer

Customer sent money directly to your bank:

What to record:

• Payment method: ACH/Bank Transfer
• Amount: Transfer amount
• Date: Date funds received
• Reference: Transaction ID from bank

Verification:

• Check business bank account
• Confirm funds deposited
• Match amount to invoice

Partial Payments

Customer pays in installments:

Example scenario:

• Total invoice: $1,000
• Customer pays $500 now, $500 later

Recording first payment:

Step 1: Record Partial Payment

1. Open invoice
2. Click Record Payment
3. Enter amount: $500.00 (not full $1,000)
4. Select payment method
5. Add note: "1st installment of 2"
6. Save

Step 2: Invoice Updates

• Status: PARTIALLY PAID
• Balance due: $500.00
• Shows payment history

Recording second payment:

When second $500 arrives:

1. Open same invoice
2. Click Record Payment again
3. System shows: $500 remaining
4. Enter $500
5. Add note: "Final payment"
6. Save

Result:

• Status: PAID
• Balance due: $0.00
• Shows full payment history with dates

Handling Special Payment Situations

Payment Received Before Invoice Sent

Scenario: Customer pays immediately after job, you create invoice later

Option 1: Invoice Then Record

1. Create invoice first
2. Then record payment
3. Marks invoice PAID immediately

Option 2: Pre-Payment

1. Record payment to customer account (not specific invoice)
2. Create invoice later
3. Apply pre-payment to invoice
4. Invoice shows $0 balance

Customer Overpaid

Scenario: Customer paid $300 but invoice was only $280.88

Options:

Option 1: Credit to Account

1. Record full $300 payment
2. System creates $19.12 credit
3. Credit auto-applies to next invoice

Option 2: Refund Overpayment

1. Record $280.88 payment
2. Refund $19.12 separately
3. Document refund in notes

Option 3: Apply to Future Service

1. Record $300 payment
2. Add note: "Credit $19.12 for next service"
3. Manually adjust next invoice

Customer Underpaid

Scenario: Invoice $280.88, customer sent $250

Steps:

Option 1: Accept and Adjust

1. Record $250 payment
2. Invoice shows $30.88 remaining
3. Follow up for balance

Option 2: Waive Difference (Goodwill)

1. Record $250 payment
2. Click Waive Balance
3. Add reason: "Waived $30.88 - customer satisfaction"
4. Invoice marked PAID

Option 3: Create Adjusted Invoice

1. Don't record payment yet
2. Edit/void original invoice
3. Create new invoice for $250
4. Record $250 payment
5. Marked PAID

Failed Payment (Bounced Check, Declined Card)

Scenario: Recorded payment, but check bounced

Steps:

Step 1: Delete/Void Payment

1. Open invoice
2. Go to Payment History
3. Find the payment
4. Click Void Payment
5. Add reason: "Check bounced (NSF)"

Step 2: Invoice Reverts

• Status: SENT (back to unpaid)
• Balance: Full amount due again

Step 3: Add Fee (if applicable)

1. Edit invoice
2. Add line item: "Returned Check Fee - $25"
3. New total: $305.88
4. Resend invoice

Step 4: Contact Customer

• Call immediately
• Request new payment method
• Explain fee policy

After Recording Payment

What Happens Automatically

Invoice updates:

• ✅ Status changes to PAID
• ✅ Balance due: $0.00
• ✅ Paid date recorded
• ✅ Payment method noted

Customer notification:

• ✅ Receives payment receipt email
• ✅ Shows: Amount paid, date, method, invoice #
• ✅ "Thank you for your payment" message

Accounting:

• ✅ Payment recorded in accounting
• ✅ Income added to daily revenue
• ✅ Payment method tracked (cash, check, card)

Reports:

• ✅ Appears in Payments Report
• ✅ Updates Revenue Dashboard
• ✅ Customer lifetime value increases

Payment Receipt

Customer receives:

Subject: "Payment Receipt - Invoice #INV-2026-0042"

Body:

Thank you for your payment!

Payment Details:
• Amount Paid: $280.88
• Payment Method: Credit Card (×1234)
• Date: January 17, 2026
• Invoice: INV-2026-0042

Your current balance: $0.00

Questions? Contact us at (555) 123-4567

Thank you for choosing [Your Company]!

Attached: Receipt PDF (same format as invoice, marked PAID)

Recording Payments from Mobile

Mobile App

On the go:

Step 1: Open Invoice

1. Tap Invoices
2. Find unpaid invoice
3. Tap to open

Step 2: Record Payment

1. Tap Record Payment button
2. Enter amount (use number pad)
3. Select method (tap dropdown)
4. Tap Save

Quick action:

• Swipe left on invoice in list
• Tap "Record Payment"
• Enter details
• Done

Viewing Payment History

For One Invoice

See all payments on this invoice:

Steps:

1. Open invoice
2. Scroll to Payment History section
3. Shows:
   • Date paid
   • Amount
   • Method
   • Reference number
   • Who recorded it

Example:

Payment History:
Jan 15, 2026 - $100.00 - Cash - Recorded by Sarah
Jan 30, 2026 - $180.88 - Check #1234 - Recorded by Mike
Total Paid: $280.88

For All Payments

See all payments across all invoices:

Step 1: Navigate to Reports

1. Click Reports in navigation
2. Select Payments Report

Step 2: Filter

• Date range
• Payment method
• Customer
• Amount range

Step 3: Export

• Click Export to CSV
• Open in Excel
• Use for accounting/bookkeeping

Best Practices

1. Record Immediately

• As soon as payment received
• Don't wait until end of day
• Prevents forgetting

2. Always Add Reference Number

• Check number
• Transaction ID
• Makes reconciliation easier

3. Verify Amount Matches

• Check cash twice
• Verify check amount
• Confirm card transaction amount

4. Photo Documentation

• Take photo of cash (with invoice)
• Photo of check (front/back)
• Screenshot of transfer confirmation

5. Reconcile Daily

• Cash drawer matches recorded payments
• Bank deposits match ACH/transfers
• Credit card batch matches recorded card payments

A: Not recommended, but yes:

• Navigate to Payments
• Click Record Payment
• Select customer
• Enter amount
• Creates credit on customer account
• Apply to future invoice

Q: Customer paid for multiple invoices at once. How do I record?
A: Two options:

• Option 1: Record payment to each invoice separately
• Option 2: Record one payment, system prompts which invoices to apply to

Q: Can I undo a recorded payment?
A: Yes:

• Open invoice
• Payment History section
• Click Void Payment
• Add reason
• Invoice returns to unpaid status

Q: What if I recorded wrong amount?
A:

• Void the incorrect payment
• Record new payment with correct amount

Q: Does customer get receipt automatically?
A: Yes, if enabled (Settings → Notifications → "Send payment receipts"). Otherwise, click Send Receipt manually.

Troubleshooting

Issue: "Can't record payment - invoice not sent"
Solution: Invoice must be SENT status first. Click Send Invoice, then record payment.

Issue: "Payment amount exceeds invoice total"
Solution:

• Check invoice total is correct
• If customer actually overpaid, system creates credit
• Or adjust invoice first, then record payment

Issue: "Payment not showing in bank deposit"
Solution:

• Check if you entered correct date
• Check if payment method matches (cash vs check)
• Run Undeposited Funds report to see payments pending deposit

Issue: "Customer says they paid but I don't see it"
Solution:

• Check spam folder (payment confirmation email)
• Check if they paid different invoice
• Verify bank account for ACH/transfer
• Check card processor dashboard for card payment

Related Tasks

• Create Invoice - Make invoice before recording payment
• Send Invoice - Send before receiving payment
• Track Unpaid - Follow up on invoices without payment
• Complete Job - Finish work before billing

Need More Help?

• Video: Watch: Recording Payments
• Role Guide: Owner's Guide
• Contact Support: [email protected]