Collect payment on an invoice

Overview

An invoice moves to Paid through:

• Manual payment collection or recording.
• A client paying online through Client Hub.
• Automatic payment using a saved payment method.

Payments can also be collected in the field through the Fieldified mobile workflow.

Collect Payment button on an invoice

1. Open Invoices.
2. Select the invoice.
3. Select Collect payment.
4. Choose the payment method.
5. Enter the amount and transaction date.
6. Enter method-specific details, such as a check number.
7. Add payment notes.
8. Charge or save the payment.

Payment can be collected on a draft invoice. When the full balance is paid, its status changes to Paid.

Note about payment methods

Payment options are grouped into two categories.

Collect a payment with Fieldified Payments

This charges the client immediately.

• Select credit/debit card.
• Enter card details or select a saved card.
• Enable Save card for future use when authorized.
• Select Charge.

Create a payment record

This records money already collected outside Fieldified.

Methods can include cash, check, bank transfer, external card terminal, or another offline method.

The offline credit/debit-card choice records an externally processed card payment; it does not charge the client.

The full remaining balance is entered by default. Change the amount for a partial payment.

When no invoice has been issued, Fieldified offers the appropriate path to generate an invoice or record a deposit. Payments apply to invoices, while unapplied money is recorded as a deposit.

Manually collect a partial payment

1. Open the invoice.
2. Select Collect payment.
3. Change Payment to the amount received.
4. Select Charge or Save.

The payment reduces the invoice balance. Additional partial payments can be recorded until the balance reaches zero.

Close an invoice without a payment

Use this when the correct payment already exists but an invoice was reopened or remains in an open status.

1. Open More actions.
2. Select Close invoice.
3. Select Without recording a payment.

This marks the invoice paid without adding another payment. If the recorded balance is not zero, the invoice can show paid while retaining an outstanding balance.

The other close choices are:

• With a payment, which opens the normal payment workflow and updates the balance.
• Bad debt, which closes the uncollectible remaining balance.

When clients pay online

Invoices delivered by email or text include a link to Client Hub.

Depending on enabled methods, clients can pay using:

• Credit or debit card.
• Bank payment or ACH.
• Apple Pay.
• Google Pay.
• A saved payment method.

An ACH account can receive and refund a small verification transaction during bank-account validation.

Online payments are applied automatically. The invoice changes to paid when its balance reaches zero, and the payment appears in client billing history.

Accept partial payments in Client Hub

Partial online payments are configured on each invoice.

1. Open the invoice.
2. Select Edit.
3. Scroll to Invoice payment settings.
4. Enable Allow client to make partial payments for this invoice.
5. Save.

Full payment is the default. Progressive invoices require their scheduled installment amount and do not accept an arbitrary partial Client Hub payment.

Save a client’s card for future use

A payment method can be saved:

• While manually charging an invoice.
• By the client through the Client Hub wallet.
• From a request asking the client to add a card.
• When the client chooses to save it during payment.
• During required quote-deposit payment.

Saved methods appear on the client profile beneath billing history.

Open Clients to review payment methods.

Automatic payments

Automatic payments are configured on recurring jobs and require an authorized saved payment method.

Two pricing modes are available:

• Per visit uses the products and services associated with each visit.
• Fixed price uses the recurring job’s fixed billing amount.

Automatic-payment schedules include:

• Monthly on the last day of the month.
• After each visit is completed.
• Once the job is closed.
• Custom schedule.

The as-needed billing option creates no automatic payment schedule.

When the trigger occurs, Fieldified creates the invoice and charges the saved method. A successful payment generates a receipt.

Users configuring automatic payments require access to client and property details, jobs, invoices, and pricing. Team members with visit-completion permission can complete a visit that triggers an after-each-visit automatic invoice.

Reporting

Use Invoice Receivables Report to review invoices by status and date.

Use the payments list to review accepted payments and filter by collection date.

Fieldified Payments reporting

Payment reporting includes:

• Transactions, covering payments, deposits, refunds, fees, payment method details, and totals.
• Payouts, covering bank deposits, in-transit funds, gross collections, fees, and net payout amounts.

See Payments list page and key metrics for the complete reporting interface.