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Overview

Probase tracks all customer payments, whether they’re made online through Stripe or offline through cash, check, or other methods. Payments are always recorded against a specific invoice.

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Online payments through Stripe

When you connect your Stripe account, customers can pay online through their payment link:
  1. Share the customer’s invoice link (via the Send Invoice button on the invoice detail page or from a completed appointment)
  2. Customer opens the link, selects their invoice, and enters card details
  3. Payment is processed through Stripe
  4. A credit is automatically applied to the invoice
  5. Funds are deposited to your bank account (typically within 2 business days)
Online payments are recorded automatically - you don’t need to do anything. The payment will appear in the customer’s billing history.

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Recording offline payments

When a customer pays you by cash, check, bank transfer, or any other offline method, use the Record Payment action to add it to their account.
1

Open the record payment form

Tap Record Payment at the top of the Money page. You can also open any invoice’s detail page and tap the Record Payment button, which will pre-select the customer and invoice for you.
2

Select the customer

If the customer isn’t pre-selected, search by name, email, phone, or address. The customer’s current balance is shown next to their name.
3

Select the invoice

Choose which invoice this payment applies to from the Invoice dropdown. The dropdown shows all open (draft and unpaid) invoices for that customer with their remaining balance.
4

Choose the payment method

Select how the customer paid:
  • Cash
  • Check
  • Credit Card (manual card transaction, not Stripe)
  • Bank Transfer
  • Venmo / Zelle
  • Other (enter a custom description)
5

Enter the amount

Enter the payment amount. You can also add optional notes (e.g., check number, reference, or memo).
6

Save

Click Record Payment. A confirmation toast will appear showing the customer’s updated balance status.

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Payment status tracking

Probase automatically tracks whether each charge has been paid:
  • Unpaid — The charge has not been fully covered by credits or payments yet
  • Paid — Credits or payments have fully covered the charge amount
When you record a payment, Probase automatically applies it toward any outstanding (unpaid) charges on the customer’s account.

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Partial payments

If a customer makes a partial payment:
  1. Record a payment for the amount received
  2. The charge will remain Unpaid until it’s fully covered
  3. When they pay the remainder, record another payment
  4. Once fully covered, the charge is marked Paid
For example, if a customer owes 100andpays100 and pays 40:
  • Record a $40 payment
  • The charge stays Unpaid (still $60 outstanding)
  • When they pay the remaining $60, record another payment
  • The charge is then marked Paid
Charge unpaid Charge still unpaid after partial payment Charge paid after full coverage

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Overpayment handling

If you record a payment for more than the customer owes, Probase detects the overpayment and lets you choose what to do with the extra amount. When you enter an amount that exceeds the customer’s balance, an amber prompt appears showing exactly how much extra you’ve entered and giving you two options:
  • Record as tip (default) — The full payment is recorded, and the excess is split off as a separate tip entry. Two line items appear in the billing history: a payment for the full amount and a tip for the overage.
  • Apply as credit — The full payment is recorded as a credit on the customer’s account. Their balance goes positive, meaning they have a credit toward future charges.
1

Open the Record Payment form

From a customer’s billing history, click the Record Payment button at the top of the page.Billing page showing customer balanceRecord payment flyout open
2

Enter an amount that exceeds the balance

Select the invoice and payment method, then enter an amount greater than what the customer owes. An amber overpayment prompt will appear showing the excess amount.Overpayment prompt with tip or credit options
3

Choose how to handle the overpayment

Select Record as tip to split the excess into a tip entry, or Apply as credit to leave it as a credit on their account. The default is Record as tip.
4

Save

Tap Record Payment. A confirmation message appears and the billing history updates immediately.Payment recorded confirmationWhen recorded as a tip, the billing history shows both the payment and the tip as separate line items.Billing history showing payment and tip entries
When you choose Record as tip, the customer’s balance is fully cleared and the tip appears as its own line item labeled “Tip” in the billing history.

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Viewing payment history

To see all payments for a customer:
  1. Go to the customer’s page
  2. Click the balance amount to open billing history
  3. Use the Type filter and select Payments to see only payment entries
  4. Click any entry to see full details including payment method and which charges it was applied to

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Payment methods comparison

MethodRecordingDeposit timeFees
Online (Stripe)Automatic2 business daysStripe processing fee
CashRecord PaymentImmediateNone
CheckRecord PaymentVariesNone
Bank transferRecord PaymentVariesVaries by bank
Venmo/ZelleRecord PaymentImmediate to 1-3 daysVaries by service
Online payments through Stripe require you to connect your Stripe account first.