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Payment History and Refunds

View payment history, download receipts, and issue refunds for completed transactions

Difficulty:Beginner

Who this is for: Business owners and office staff managing financial records and customer refunds
Time to learn: 8 minutes
What you'll master: View payment history, filter by date/method, download receipts, issue refunds via Credit Notes

Why Payment History Matters

Separate payment tracking from invoices gives you clearer financial visibility:

  • See all collected revenue in one place (not scattered across invoices)
  • Filter by payment method (Cash, Check, Card, ACH)
  • Track refunds with complete audit trail (Credit Notes)
  • Download receipts for accounting/bookkeeping
  • Monthly and all-time revenue totals

Real example: End of month accounting - filter to "This Month" + "Card" payments, see total collected via cards ($15,234), download all receipts as batch for your bookkeeper.

Accessing Payment History

Desktop:

  1. Click Finance in left sidebar
  2. Click Payments from dropdown menu
  3. Payment list displays with stats cards at top

Mobile:

  1. Tap More (bottom navigation)
  2. Scroll to Finance section
  3. Tap Payments
  4. Mobile card view with tap-to-view details
Payments page only shows PAID invoices. To see unpaid/draft invoices, go to Invoices page.

Understanding Stats Cards

Four summary cards show at top of payments page:

  1. Collected This Month: Total revenue from payments this month (green badge)
  2. Total All Time: Lifetime collected revenue across all payment methods
  3. Top Payment Method #1: Most-used method with count and percentage (e.g., "Card - 45 payments - 62%")
  4. Top Payment Method #2: Second most-used method

Stats update automatically when filters applied:

  • Filter to "Cash" → Stats show only cash totals
  • Filter to "This Week" → Stats show only this week's revenue

Filtering Payments

Period Filter (Time Range)

Options: Today, This Week, This Month, This Year, All Time (default)

How to use:

  • Desktop: Click period pills at top (Today, Week, Month, Year, All)
  • Mobile: Same pill buttons, responsive layout
  • Active period highlighted in blue

Use cases:

  • This Month: End-of-month accounting
  • This Week: Weekly revenue tracking
  • All Time: Lifetime business statistics

Payment Method Filter

Options: All Methods, Cash, Check, Card, ACH

How to use:

  1. Click All Methods dropdown
  2. Select specific method (Cash, Check, Card, ACH)
  3. List filters instantly
  4. Stats cards update to show totals for selected method

Use cases:

  • Card only: Verify Stripe deposits match collected card payments
  • Cash only: Track cash flow for daily deposits
  • Check only: Reconcile check deposits with bank statements

Status Filter

Options: All (default), Paid, Refunded

How to use:

  1. Toggle between All/Paid/Refunded pills
  2. Paid: Shows standard completed payments
  3. Refunded: Shows payments with Credit Notes issued

Use cases:

  • Refunded: Track all refunds this month for accounting
  • Paid: Exclude refunds from revenue calculations

Search Filter

Search by customer name or invoice number:

Desktop: Type in search box at top Mobile: Tap search icon, type query

Examples:

  • "John Smith" → Shows all payments from that customer
  • "INV-2026-0045" → Finds specific invoice payment
Use multiple filters together: "This Month" + "Card" + "John Smith" = all card payments from John Smith this month

Clear Filters

Clear Filters button shows when any filter active:

  • Shows count in badge (e.g., "Clear Filters (3)")
  • One-click removes all filters
  • Resets to default: This Month, All Methods, All statuses

Viewing Payment Details

Desktop:

  1. Click any payment row in table
  2. Detail page opens with full information
  3. See payment info, line items, related invoice, refund info (if applicable)

Mobile:

  1. Tap payment card
  2. Detail page shows stacked sections
  3. Scroll to view all information

Information shown on detail page:

Payment Information Card:

  • Payment date and time
  • Invoice number (clickable link to invoice)
  • Customer name (clickable link to customer profile)
  • Payment amount (green text)
  • Payment method (badge with icon)

Line Items Card:

  • Service description
  • Quantity × Rate
  • Subtotal
  • Tax
  • Total amount

Payment Summary Card:

  • Subtotal
  • Tax (if applicable)
  • Total Paid (green, bold)

Refund Information Card (if refunded):

Viewing Payment Details

Desktop:

  1. Click any payment row in table
  2. Detail page opens with full information
  3. See payment info, line items, related invoice, refund info (if applicable)

Mobile:

  1. Tap payment card
  2. Detail page shows stacked sections
  3. Scroll to view all information

Information shown on detail page:

Payment Information Card:

  • Payment date and time
  • Invoice number (clickable link to invoice)
  • Customer name (clickable link to customer profile)
  • Payment amount (green text)
  • Payment method (badge with icon)

Line Items Card:

  • Service description
  • Quantity × Rate
  • Subtotal
  • Tax
  • Total amount

Payment Summary Card:

  • Subtotal
  • Tax (if applicable)
  • Total Paid (green, bold)

Refund Information Card (if refunded):

  • Credit Note number (clickable link to credit note)
  • Refund amount
  • Refund reason
  • Issued date
To download a receipt for this payment, click the Invoice Number link to open the invoice detail page. From there, you can download the invoice PDF which serves as your receipt.

Issuing Refunds

Only PAID invoices can be refunded (not Draft or Sent invoices).

Step 1: Open Payment Detail

  1. Navigate to payment you want to refund
  2. Click/tap to open detail page
  3. Verify payment is PAID status (not already refunded)

Step 2: Open Refund Dialog

Desktop:

  1. Click overflow menu (⋯ three dots)
  2. Click Issue Refund option
  3. Refund dialog opens

Mobile:

  1. Tap overflow menu (⋯)
  2. Tap Issue Refund
  3. Bottom sheet dialog appears
If "Issue Refund" option is missing, payment has already been refunded. Check for Credit Note info in Refund Information card.

Step 3: Enter Refund Reason

Required field (minimum 10 characters):

  • Be specific and detailed
  • Example: "Customer requested refund due to unsatisfactory service quality"
  • Example: "Duplicate payment processed, refunding second charge"
  • Example: "Incorrect pricing applied, customer overcharged by $50"

Why reason is required:

  • Audit trail for accounting
  • Reference for disputes/chargebacks
  • Helps track refund patterns (recurring issues)

Step 4: Review Refund Amount

Refund amount defaults to full invoice total:

  • Cannot be changed (partial refunds not supported)
  • Includes tax (entire payment reversed)
  • Verify amount is correct before confirming
Refunds are FULL refunds only. Cannot issue partial refunds at this time. If you need partial refund, issue Credit Note manually or adjust next invoice.

Step 5: Confirm Refund

Important warnings:

  1. Credit Note will be created - Negative invoice stored as CANCELLED with "CR-YYYY-NNNN" number
  2. Original invoice unchanged - Maintains payment history, adds Credit Note reference
  3. Email notification sent - Customer receives refund confirmation automatically
  4. Audit log entry - Action logged with your user ID and timestamp

To confirm:

  • Desktop: Click red Issue Refund button
  • Mobile: Tap red button at bottom

Canceling:

  • Desktop: Click Cancel button
  • Mobile: Tap Cancel or swipe down to close

Step 6: Verify Refund Issued

After refund:

  1. Success toast appears: "Refund issued successfully"
  2. Detail page reloads showing Refund Information card
  3. "Refunded" badge appears on payment (orange)
  4. Payment appears in "Refunded" filter list
  5. Customer receives email with Credit Note attached

Credit Notes Explained

What is a Credit Note?

Credit Note is an accounting document that reverses a payment:

  • Format: CR-YYYY-NNNN (e.g., CR-2026-0012)
  • Stored as CANCELLED invoice with negative amount
  • Links to original invoice via relationship
  • Customer sees Credit Note on invoice detail page

Why Credit Notes?

Legal/accounting compliance:

  • Never delete paid invoices (audit trail requirement)
  • Credit Notes show transaction reversal history
  • Required for tax reporting in many jurisdictions

Business clarity:

  • Shows what was paid and what was refunded
  • Helps track refund patterns
  • Provides documentation for disputes

Example Credit Note structure:

Credit Note: CR-2026-0012
Original Invoice: INV-2026-0045
Amount: -$550.00 (negative)
Reason: Customer requested refund due to service issue
Issued: January 29, 2026 2:45 PM
Credit Notes do NOT create actual refunds in Stripe/payment processor. They are accounting documents only. You must process refund in Stripe dashboard separately if applicable.

Payment Methods Explained

Card (Credit/Debit):

  • Processed via Stripe Connect
  • Funds arrive in 2 business days
  • 2.9% + $0.30 Stripe fee
  • Customer pays online via checkout link

ACH (Bank Transfer):

  • Direct bank-to-bank transfer
  • Funds arrive in 3-5 business days
  • Lower fees than cards (varies by plan)
  • Customer enters bank routing/account number

Cash:

  • Recorded manually by you after receiving payment
  • Mark invoice as "Paid" with Cash method
  • No processing fees
  • Deposit at bank yourself

Check:

  • Recorded manually after receiving check
  • Mark invoice as "Paid" with Check method
  • Include check number in notes field
  • Deposit at bank yourself
For Cash/Check payments, use Invoices page to mark as paid manually. Payments page shows only after you've recorded payment in system.

A: Payments page shows PAID invoices only. Go to Invoices page to see Draft/Sent/Overdue invoices.

Q: Can I edit a payment?

A: No, payments are read-only. To correct a payment error, issue refund (creates Credit Note), then create new invoice with correct amount.

Q: How do I issue partial refund?

A: Partial refunds not supported via UI. For partial refunds, create Credit Note manually (Invoices page → Create Credit Note) or adjust customer's next invoice.

Q: Where do I see refund in Stripe dashboard?

A: You don't. Credit Notes are accounting documents only. To process actual refund in Stripe, go to Stripe dashboard → Payments → Refund.

Q: Can I delete a payment?

A: No, payments cannot be deleted (accounting compliance). If payment was recorded in error, issue full refund (creates negative Credit Note) to reverse transaction.

Q: Why is "This Month" filter showing $0?

A: No payments received this month yet. Change filter to "All Time" to see historical payments, or check Invoices page for unpaid invoices.

Q: Can technicians view payments?

A: No, Payments page is OWNER/ADMIN only. Technicians cannot see financial data. Configure permissions in Settings → Permissions if needed.

Q: How do I export payment data?

A: No export button yet (coming soon). For now, use browser print to PDF on desktop, or manually copy data into spreadsheet.

Q: Why is my payment missing?

A: Check filters - you may have active filter hiding payment (e.g., "This Week" when payment was last month). Click "Clear Filters" to reset.

Tips & Best Practices

Still need help? Email [email protected] with:

  • Screenshot of payments page
  • Description of issue (e.g., "Cannot issue refund", "Payment missing")
  • Invoice number if applicable
  • We'll respond within 24 hours

Related Guides

Creating and Managing Invoices

Getting Paid

Financial Reports

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