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Accounting: Recording Payments

Recording payments is how you close the loop—turning invoices into actual revenue. Whether the customer pays in the office or in the field, logging payments correctly ensures your financials stay accurate and your team knows exactly what’s been collected.

Why This Matters

When you record payments properly, you:

  • Keep invoice statuses accurate (Paid, Partially Paid, etc.)

  • Maintain clean financial records

  • Track outstanding balances

  • Improve cash flow visibility

How to Record a Payment (Desktop)

  1. Go to Accounting

  2. Click Invoices

  3. Open the invoice you want to update

Step 1: Open Payment Options

  • Click More Actions (top right)

Invoice27 Pn

  • Select Record Payment

Step 2: Enter Payment Details

Fill in the required fields:

Invoice28 Pn

  • Payment Method
    (Card, Bank Transfer, Check, Zuper Pay, Cash, etc.)

  • Amount Paid
    Enter the exact amount received

  • Payment Date
    Select when the payment was made

  • Reference Number (Optional)
    Transaction ID, check number, etc.

  • Remarks (Optional)
    Any notes for internal tracking

Step 3: Send Receipt (Optional)

You can choose to:

  • Send a receipt

  • Send a thank-you message

Step 4: Save the Payment

Click Mark as Paid (Only needed if recording cash or check payment)

The invoice will automatically update to:

  • Paid

  • Partially Paid (if not fully collected)

Inv Refund

Important Notes

  • Partial payments can be recorded multiple times until the invoice is fully paid

  • Refunds may take time to reflect in invoice status

  • Always double-check amounts before saving

Recording Payments on Mobile (Field Use)

Your technicians can collect and record payments directly on-site using the Zuper mobile app.

How to Record Payment in the Field

  1. Open the Zuper Mobile App

  2. Navigate to the Job

  3. Go to the Invoice section

  4. Tap Record Payment

Enter Payment Details

  • Select payment method

  • Enter amount

  • Add notes if needed

  • Save the payment

Using Zuper Pay (Recommended)

If you’re using Zuper Pay, your technicians can collect payments instantly in the field.

Supported Methods:

  • Credit Card (CC)

  • ACH / Bank Transfer

This allows you to:

  • Take payment before leaving the job site

  • Reduce delays in collections

  • Eliminate manual follow-up

💡 Best Practice:
Have techs collect payment immediately after completing the job whenever possible.

What Happens Next?

Once payment is recorded:

  • Invoice status updates automatically

  • Payment is logged in the invoice history

  • Your accounting stays accurate

Summary

Recording payments ensures:

  • You know exactly what’s been collected

  • Your invoices stay up to date

  • Your cash flow stays predictable

Pro Tips

  • Collect payment on-site whenever possible

  • Use Zuper Pay for faster collections

  • Record payments immediately—don’t wait

  • Monitor partially paid invoices closely

What’s Next?

👉 Learn how to manage accounts receivable and stay on top of outstanding balances.