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Record a cash or check payment

Posted
Updated
ByThe Wax Stak Team

By the end of this article you will be able to record money that changed hands with no card involved, so the invoice reads paid and your books know which drawer the cash is sitting in.

Recording is bookkeeping for something that already happened. Nothing is charged and no processor is involved: you type the amount, and the app writes it against the invoice.

Record it

  1. Open the invoice from Billing › Invoices. Record Payment is beside Payment Records, and it only appears while the invoice has a Balance Due.
  2. Choose Cash or Check.
  3. Enter the Amount in dollars. It has to be more than zero; it can be less than the balance.
  4. For a check, enter the Check number. It shows in the Reference column afterwards, so keep it — it is how you match the check to the bank later.
  5. Date received is optional. Leave it blank for today, or set the day the money actually arrived; a future date is refused.
  6. Click Record Payment. You see “$… payment recorded”, the row appears under Payment Records with the status Captured, and Balance Due drops. When it reaches zero the invoice turns Paid.

Where the money goes

  • The payment is booked to your cash drawer on the date received — the undeposited-funds account in your books, not the bank. When you take the cash and checks to the bank, record the deposit so the books move it too: see Bank deposits and reconciling what reached your account.
  • The row also appears on Billing › Payments › Transactions, with the customer and job, alongside your card payments.

Good to know

  • From the field. A technician can record cash or a check on the phone from the job’s collect-payment screen. It lands on the invoice exactly as if you had recorded it here.
  • Wrong amount, or the wrong invoice? A recorded payment cannot be edited. Refund it from its row — for cash and checks that is a record too, nothing is charged — and record it again; see Refund a payment.
  • More than the balance. The app lets you record more than the invoice owes. The excess stays with the payment, and the Apply button on its row under Transactions puts it against another of the customer’s invoices.
  • A voided invoice cannot take a payment.
  • Who. Recording a payment needs billing edit access — the Admin and Accounting roles.

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