Recording payments

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Overview

ProBase keeps track of every payment your customers make:

• Card payments through Stripe are recorded automatically.
• Everything else — cash, check, Venmo, Zelle, bank transfer and so on — you record yourself with Record payment.

Either way, the payment is applied to the customer’s charges, oldest first, and their invoices move to Partially paid or Paid on their own.

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Online payments through Stripe

When you’ve connected Stripe, customers can pay by card from the invoice you send them:

1. You send the invoice (or include it with the service report)
2. The customer opens the link and pays by card
3. ProBase records the payment and any tip, and the invoice updates
4. Stripe deposits the money in your bank account, minus its fee

You don’t need to do anything. On your copy of a paid card invoice you’ll see the Card fee and what was Net to you. If Stripe hasn’t reported the fee yet, those lines show up on their own shortly after.

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You’ll hear about it either way

ProBase drops an update in the bell for everyone on your team who can see money when a card payment goes through — and when one doesn’t:

• Payment received — the card cleared, whichever way it was taken
• Payment failed — the card was declined, so the invoice is still owed
• Card on file removed — the saved card is gone, so nothing can be charged automatically until the customer enters a new one
• Payment disputed, then Dispute won or Dispute lost — the customer challenged a charge with their bank

Tapping any of them opens that customer’s billing history.

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Record a payment

Use Record payment whenever a customer pays you outside of a card payment on their invoice. You’ll find it:

• On the Money screen
• At the bottom of any invoice that’s still owed (the customer and invoice are filled in for you)
• On an invoice card in the Invoices list
• In ⋯ More on a completed visit

The steps you’ve already answered are skipped — open it from an invoice and you go straight to the amount.

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When they pay more than they owe

If the amount is more than the balance, a box appears right under it — “$120.00 covers the$100.00 balance. $20.00 is left over.” — with two choices:

• Apply as credit (the default) — the extra sits on the customer’s account and comes off their next invoice. Best for a customer who paid twice by mistake.
• Record as tip — you keep the extra as a tip. It counts as income in your reports.

Tips can only sit on one invoice. If you chose Apply to what they owe overall, the extra becomes a credit — for example “$120.00 clears everything David owes. The extra$20.00 becomes a credit on their account and comes off their next invoice.” — and Choose a single invoice takes you back to pick one if you’d rather record a tip. If the customer owes nothing right now and you didn’t name an invoice, the box says so instead — for example “David owes nothing right now. The $50.00 becomes a credit on their account and comes off their next invoice.” If you change the amount back to the balance, the box goes away.

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Recording a deposit

Sometimes a customer hands you money up front for work you haven’t billed yet — say $250 at the gate to hold a fence job. Record it as a deposit so it’s held for that work instead of floating as a credit. The deposit gets its own numbered invoice, marked paid. Nothing is sent to the customer, and any draft they already have is left alone. The money doesn’t change what the customer owes — it’s held for the work. See Deposits on an invoice.

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The Payments list

Tap N customer payments on the Money screen to see every payment in one list, newest first.

• The period chip at the top sets which payments show — the same choices, and the same period you picked on Money.
• The heading shows how many payments and their total, like 5 payments, every method.
• The filter button opens Search and filter: search by customer name and pick a Payment method. At the bottom, Export your records takes you to exporting your records.

Each row shows the customer, the amount, the date, the method, and the invoice it settled (or on account when it went toward what they owe overall). Card payments add a line like Card fee $2.62 · Net to you$77.38. A refunded payment is struck through and says how much went back. Tap a row to open the payment’s details.

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Payment details

Open a payment from the Payments list, from Payments applied on an invoice, or from a Payment row in the customer’s billing history. You’ll see:

• The amount
• Date and Method
• Note, if you added one
• Applied to — which invoices it settled, and any amount left as credit
• Recorded by

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Edit or remove a payment

If you recorded a payment by mistake, tap Edit to change the amount, method, or note, or Delete to remove it. Before removing, ProBase tells you what the customer’s balance will become — “Remove this $60.00 cash payment from David Chen? Their balance becomes$140.00.” Card payments can’t be edited or removed here — they’re Stripe’s record. You can only change payments you’re allowed to record, and team members can edit their own.

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Refund a payment

If you gave money back for a payment you recorded by hand:

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Payment status on charges

Behind every invoice, each charge is tracked as Paid or Unpaid. When a payment or credit lands, ProBase covers the oldest charges first. If it’s for a particular invoice, it pays off that invoice’s own charges first, then any prior balance carried onto it. A partial payment leaves a charge Unpaid until the rest is covered.

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Payment methods compared