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Collecting Payments

Quick version: Customers can pay online through the invoice link (credit card via Stripe). For cash, check, Zelle, or Venmo, click Record Payment on the invoice to log it manually.

Online Payments (Stripe)

When a customer clicks the payment link in their invoice email, they see a secure payment form. Here is what happens:

  1. The customer enters their credit card (or other payment method) on the payment page.
  2. They click Pay with the amount shown.
  3. Stripe processes the payment securely. Fieldkit never stores card numbers.
  4. The payment is recorded automatically on the invoice.
  5. The invoice status updates to Paid (if paid in full) or Partial (if they paid less than the total).
  6. You get a notification that the invoice was paid.

You do not need to do anything -- it all happens automatically.

Sharing a Payment Link

If you want to send the payment link via text message or another method (instead of email):

  1. Open the invoice detail page.
  2. Click Record Payment.
  3. Choose Credit Card (Stripe Link) as the payment method.
  4. Copy the link and send it to your customer however you prefer.
  5. You can also click Open Payment Page to see what the customer will see.

Recording Manual Payments

For payments made outside of Stripe (cash, check, Zelle, Venmo, bank transfer), you need to record them yourself.

Steps to Record a Manual Payment

  1. Open the invoice you received payment for.
  2. Click the Record Payment button (green button at the top).
  3. Choose the Payment Method:
    • Cash
    • Check
    • Credit Card (Manual) -- for card payments you processed outside Fieldkit
    • Zelle
    • Venmo
    • Bank Transfer
    • Other
  4. Enter the Amount in dollars.
  5. Optionally add a Reference # (like a check number or transaction ID).
  6. Set the Payment Date (defaults to today).
  7. Click Record Payment.

The invoice updates immediately. The amount paid goes up, the balance due goes down, and the status changes accordingly.

Partial Payments

Customers do not have to pay the full amount at once. If they pay part of the invoice:

  • The invoice status changes to Partial.
  • The balance due shows the remaining amount.
  • You can record additional payments later until the balance reaches zero.

This works for both online payments and manual recordings.

What Happens When an Invoice Is Fully Paid

When the balance due reaches $0.00:

  • The invoice status changes to Paid.
  • A notification is created so you know.
  • The customer's total revenue is updated in their profile.
  • If the invoice is linked to a job, the job's financial tracking is recalculated.

Recording Tips

If a customer tips after the invoice is already paid in full:

  1. Open the paid invoice.
  2. Click the three-dot menu in the top right.
  3. Click Record Tip.
  4. Enter the tip amount and record it.

Editing a Payment

If you made a mistake recording a payment:

  1. Open the invoice.
  2. Scroll down to Payment History.
  3. Hover over the payment you need to change and click the pencil icon.
  4. Update the amount, method, reference number, or date.
  5. Click Update Payment.

The invoice totals recalculate automatically.

Tips

  • You can record multiple payments on the same invoice. Each one is tracked separately in the payment history.
  • Always record payments promptly so your outstanding balance numbers stay accurate.
  • For online payments through Stripe, you can view the card brand, last four digits, and Stripe receipt from the payment details.
  • Deleting a payment reverses the amount and updates the invoice status back accordingly.

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