Record a payment

Got paid outside Hello to Paid? Record it so the balance, status and your reports stay right. Recorded payments count as received straight away and have no fees.

On an invoice (web)

1. Open the invoice in Work → Invoices.
2. Click Record payment.
3. Check the Amount. It starts at the balance due; change it for a partial payment.
4. Pick or type the Method: Check, Cash, Zelle, Venmo, Bank transfer or Card (in person).
5. Set the Date received.
6. Add a Note if you like, such as "Check #1043".
7. Leave Email the customer a receipt ticked to send them a receipt.
8. Click Record payment.

The invoice shows the payment and the new Balance due. When the balance reaches $0 it's marked Paid. Recording a payment on a draft invoice marks it as sent.

On an invoice (iPhone or iPad)

1. Open the invoice from More → Invoices, or from the job.
2. Tap Record a payment.
3. Enter the amount, pick the method and add a note.
4. Leave Email a receipt on if you want to send one.
5. Tap Save.

A deposit on a quote

1. Open the quote in Work → Proposals.
2. In the Payments card, click Record a payment.
3. Enter the Amount and Method, plus an optional Note.
4. Click OK.

The card shows how much of the deposit is received and what's left. When you invoice the job, the deposit is taken off the balance.

Fix or delete a recorded payment

On the web, open the invoice and find the payment in the Payments card.

• Click the pencil to change the amount, method, date or note, then click Save.
• Click the bin to delete it.

The paid total, Balance due and status are worked out again straight away. For example, deleting the only payment on a paid invoice puts it back to Sent.

Only payments you recorded (or marked received) can be changed. Online card payments can't be edited or deleted; refund them instead. See Online payments.

Record a refund

If you gave money back yourself, for example cash or a check:

1. Open the invoice.
2. In the Payments card, click Record a refund.
3. Enter the Amount, Method and Date refunded, plus an optional Note.
4. Click Record refund.

The refund shows in red and comes off the amount paid, so the balance goes back up. You can't refund more than has been paid. A refund you recorded can be edited or deleted like a payment.

To send a card payment back to the customer's card, use Refund next to that payment instead.

When a customer chooses an offline method

If you've added offline methods (like check or Zelle) in Settings → Payments, your customer can pick one on their quote or invoice and follow your pay-to instructions. That payment shows as pending. When the money arrives, open the invoice or quote and click Mark received next to it.