Record a manual payment

When a customer pays by check, cash, or some other off-portal method, record it manually so the invoice shows the right balance and your dashboard reflects reality. About 30% of small-contractor invoices still get paid by paper check — this workflow exists for those.

From the invoice

Open the invoice, click Record payment. Enter amount, date received (not date deposited — important for accounting), and a reference (check number, transfer ID, money order number, or whatever helps you remember). Save.

The reference field is searchable — at year-end when your accountant asks 'where's the $4,200 from the Patel job?' you can search by amount, date range, or reference number.

What updates

The invoice's payment status flips to Partial or Paid depending on whether the new payment covers the balance. The Payment record shows under the customer's history. The dashboard's Aging report and Cash flow numbers update in real time.

Partial payments

If the customer pays half today and promises the rest in two weeks, record the half now. The invoice flips to Partial. When the second half arrives, record it as a second payment against the same invoice. Both payments link to the invoice; the invoice shows two payment records summed.

If you overpay

Excess shows as a credit on the customer record and can be applied to the next invoice. Don't issue cash refunds for small overpayments — apply the credit. If the customer asks for the refund, you can issue it (see Refunds and credits), but most prefer the credit because it's faster.

When to use manual vs. Stripe

• Manual: paper checks, cash, wire transfers paid outside our system, money orders, in-person card swipes through a separate terminal.
• Stripe (automatic): customer paid through the email Pay button — these record themselves via webhook, no manual step needed.
• If unsure: check Stripe Dashboard first. If the payment is there but not on your invoice, see the Payment didn't sync article.