Record a Manual Payment

What this guide covers

This guide explains how to record manual payments in JobsiteOn for invoices paid outside of the online payment portal. You will learn how to log the payment, select the payment method, and verify the invoice status updates correctly.

When to record a manual payment

Record a manual payment when the customer pays through:

• Check
• Cash
• Bank transfer or wire
• Money order
• Any method outside of the JobsiteOn payment portal

How to record a manual payment

1. Open the invoice detail page at /invoices/[slug].
2. Click Record Payment in the action bar.
3. Fill in the payment details:
   • Amount — The payment amount received. Defaults to the outstanding balance.
   • Payment date — The date the payment was received.
   • Payment method — Select from check, cash, bank transfer, or other.
   • Reference number — Optional. Enter a check number or transaction ID for your records.
   • Notes — Optional. Add any relevant details.
4. Click Confirm.

Screenshot: The Record Payment dialog showing fields for amount, date, method dropdown, reference number, and notes.

What happens after recording

• If the payment covers the full balance, the invoice status changes to Paid.
• If the payment is less than the balance, the invoice shows a partial payment with the remaining amount due.
• The payment event is logged in the invoice activity feed with the amount, method, date, and who recorded it.
• Revenue reports are updated to include the payment.

Tip: Record payments on the same day you receive them. This keeps your aging reports accurate and prevents overdue notifications from being sent for invoices that have already been paid.

Recording partial payments

If the customer makes a partial payment:

1. Record the payment with the partial amount.
2. The invoice shows the paid amount and the remaining balance.
3. When additional payments are received, record each one separately.
4. The invoice status changes to Paid only when the full balance is covered.

Animation: A payment of $500 being recorded on a $1,000 invoice, the remaining balance updating to $500, and then a second payment completing the balance.

Viewing payment history

All recorded payments appear in:

• The invoice detail page activity log.
• The payment history section on the invoice.

Each entry shows the amount, date, method, reference number, and the user who recorded it.

Note: Manually recorded payments cannot be automatically refunded through JobsiteOn. If you need to reverse a manual payment, delete the payment record and process the refund through your original payment channel.

Best practices

• Include reference numbers for check and bank transfer payments for easy reconciliation.
• Record payments the same day they are received.
• Use the notes field to capture any relevant context.
• Review unrecorded payments weekly to prevent aging report inaccuracies.

Related articles

• Create and Manage Invoices
• Accept Online Payments
• Accept Partial Payments
• View Invoice Aging Reports