Client billing history

Overview

The Billing section on a client profile is the complete financial history between the client and your business.

Open Clients, select a client, and scroll to Billing.

What appears in the Billing section on a client’s profile?

Billing history can include:

• Invoices.
• Payments.
• Deposits.
• Refunds.
• Tips.
• Initial balance.

Each row shows:

• Record type and number.
• Related invoice or quote in Applied to.
• Created or transaction date.
• Amount.

Invoices appear as positive amounts and payments as negative amounts.

The current balance is the net of all balance-affecting records:

• A positive balance means the client owes money.
• A negative balance means the client has a credit or overpayment.
• A zero balance means the account is settled.

Tips appear in billing history but are excluded from the account-balance calculation.

Use the New button

Select the + or New action to:

• Collect payment by charging a client or recording an offline payment.
• Record deposit for money already received.
• Invoice the client, optionally including jobs requiring invoicing.
• Statement to summarize billing activity and account balance.
• Set initial balance for an amount that existed before Fieldified.

A card deposit is collected through the related quote workflow. Recording a deposit from Billing documents money already received and does not charge a card.

Collect a payment from the Billing section on a client’s profile

1. Select +, then Collect payment.
2. Choose the payment method.
3. Enter the method-specific details.
4. Select the outstanding invoices receiving payment.
5. Review the payment amounts.
6. Select Charge or Save.

For card charges, enter or select the cardholder and card details. Offline methods can request details such as a check number.

The invoice table shows:

• Total: Original invoice amount.
• Balance: Amount still owed.
• Payment: Amount being collected now.

The full balance is entered by default. Change it for a partial payment. The total at the top updates across all selected invoices.

If no invoice exists, generate one or record a deposit. A payment cannot be applied directly to an unallocated account balance.

Collect a bulk payment

Use one payment to pay several invoices:

1. Choose the payment method.
2. Select each invoice, or use Select all.
3. Change any partial payment amounts.
4. Review the combined total.
5. Charge or save the payment.

The billing history records the lump sum as a payment applied to account balance while retaining the invoice allocations.

Record a deposit from the client’s Billing

Record a deposit when a client prepays, overpays, purchases account credit, or provides money before an invoice exists.

1. Select +, then Record deposit.
2. Enter the payment method.
3. Enter the amount.
4. Set the transaction date.
5. Add details.
6. Save.

The deposit remains on account balance until applied to an invoice. Card deposits are charged through a quote.

Send a receipt

1. Open the payment from Billing.
2. Select Send receipt.
3. Confirm the recipient and send.

Online card-payment receipts can also be sent automatically according to payment settings.

Download a payment receipt PDF

1. Open the payment.
2. Open More.
3. Select Download PDF.
4. Save or print the receipt.

Generate a statement for a client

1. Open the client profile.
2. Scroll to Billing.
3. Select +, then Statement.
4. Choose the statement period.

Date choices include:

• Client lifetime.
• Since last zero balance.
• Pick a start time.

Select Download/Preview to inspect the statement or Email to client to deliver it.

Statements include:

• Date.
• Description.
• Invoice amount.
• Payment amount.
• Tip.
• Running balance.

A statement is informational and cannot receive payment directly. Clients pay the individual invoices listed on it.

The outstanding balance includes all issued unpaid invoices, even when their due dates are still in the future. Statement transaction ordering is managed in Work settings.

Set an initial balance for a client

Use an initial balance to bring forward an amount the client owed before Fieldified.

1. Open the client profile.
2. Select +, then Set initial balance.
3. Enter the amount and details.
4. Save.

The amount appears in billing history and contributes to the client balance.

How to edit payments or deposits

Editable fields can include:

• Transaction date.
• Payment method.
• Method-specific details.
• Notes.
• Applied-to record.

1. Open the payment or deposit.
2. Select the edit action.
3. Make the changes.
4. Save.

Apply payments and deposits to invoices or the account balance

Payments are associated with invoices. Deposits recorded from Billing remain on account balance until applied.

• A payment applied to an invoice cannot simply be moved to another invoice.
• Deleting the invoice returns its payment to the client’s account balance.
• Processed Fieldified Payments transactions preserve their transaction record and are not directly editable.
• Unapplied deposits can be assigned to any outstanding invoice for the same client.
• Quote deposits remain associated with the quote until the related invoice is created.

Delete a payment, deposit, or initial balance

1. Open the record from Billing.
2. Open More.
3. Select Delete.
4. Confirm.

Deleted payment records cannot be recovered. Review the resulting invoice statuses and client balance before leaving the profile.