Tracking Payments

Monitor, record, and manage all payments in WorkSnap Pro.

Payment Overview

WorkSnap Pro tracks all payment activity:

• Online payments (automatic)
• Manual/offline payments (you record)
• Partial payments
• Payment history per invoice
• Customer payment history

Automatic Payment Tracking

When customers pay online via Stripe, PayPal, or Square:

1. Payment processes through the provider
2. WorkSnap is notified by the payment provider
3. Invoice automatically updated (may take a few minutes)
4. Status changes (Paid or Partial)
5. You receive notification

No action required for online payments.

Recording Manual Payments

For payments received outside the app:

Cash Payments

1. Open the invoice
2. Click Record Payment
3. Select Cash as payment method
4. Enter amount
5. Add note (optional)
6. Save

Check Payments

1. Open the invoice
2. Click Record Payment
3. Select Check as payment method
4. Enter amount and check number
5. Save

Bank Transfers

1. Open the invoice
2. Click Record Payment
3. Select Bank Transfer
4. Enter amount and reference
5. Save

Other Payment Methods

Record payments received outside the invoice link:

• Venmo (paid directly to you, not through PayPal integration)
• Zelle
• Money order
• Other methods

Note: If a customer pays you directly via Venmo or Zelle outside the invoice payment link, record it as a manual payment here.

Payment Details

Each payment record includes:

Field	Description
Amount	Payment amount
Date	When payment received
Method	How customer paid
Reference	Check #, transaction ID, etc.
Notes	Additional details
Recorded by	Who entered the payment

Partial Payments

Customers don't always pay in full.

Recording Partial Payment

1. Open invoice
2. Click Record Payment
3. Enter the partial amount
4. Save

Invoice shows:

• Total amount
• Amount paid
• Balance due
• Status: "Partial"

Multiple Partial Payments

Record each payment separately:

Date	Amount	Running Balance
Original		$1,500.00
Jan 15	$500.00	$1,000.00
Jan 30	$500.00	$500.00
Feb 10	$500.00	$0.00 (Paid)

Payment History

Per Invoice

View all payments for an invoice:

1. Open the invoice
2. Navigate to Payments tab
3. See all recorded payments

Per Customer

View payment history for a customer:

1. Open customer profile
2. Navigate to Payments or History
3. See all payments from this customer

Dashboard Metrics

Your dashboard shows payment metrics:

Metric	Description
Paid This Month	Total received this month
Outstanding	Unpaid invoice total
Overdue	Past due amounts
Recent Payments	Latest payments received

Payment Reports

Payment Summary

View payments by period:

• Daily, weekly, monthly, yearly
• Filter by payment method
• Filter by customer

Accounts Receivable

Track what's owed:

• Current (not yet due)
• 1-30 days past due
• 31-60 days past due
• 61-90 days past due
• 90+ days past due

Payment by Method

See breakdown:

• Credit/debit card payments
• ACH/bank transfers
• Cash payments
• Check payments

Exporting Payment Data

Export for accounting:

1. Go to Reports > Payments
2. Set date range and filters
3. Click Export
4. Choose CSV or PDF

Use exports for:

• Accounting software import
• Tax preparation
• Financial analysis

Payment Receipts

Automatic Receipts

Online payments automatically generate receipts:

• Sent to customer via email
• Available in customer portal
• Downloadable as PDF

Manual Receipt Generation

For offline payments:

1. Record the payment
2. Click Send Receipt
3. Customer receives receipt email

Editing Payments

Correcting Mistakes

If you entered payment incorrectly:

1. Find the payment in history
2. Click Edit
3. Correct the details
4. Save changes

Voiding Payments

If a payment was recorded in error:

1. Find the payment
2. Click Void
3. Confirm the action
4. Invoice balance updates

Voiding is preferred over deleting because it maintains an audit trail—the voided payment remains visible in history but doesn't count toward the paid amount.

Note: Be careful when voiding payments—this affects your records and reports.

Refunds

If you need to refund a customer:

Online Payment Refunds

1. Open the original payment
2. Click Refund
3. Enter refund amount (full or partial)
4. Process through payment provider
5. Records update automatically

Note: Refund availability depends on your payment processor and account permissions. Some processors have time limits on refunds or require specific account settings.

Offline Refunds

1. Issue refund through original method
2. Record the refund in WorkSnap
3. Invoice balance adjusts

Best Practices

1. Record promptly - Enter payments when received
2. Include references - Check numbers, transaction IDs
3. Send receipts - Confirm payment to customers
4. Reconcile regularly - Match records to bank statements
5. Track by method - Understand how customers pay

Troubleshooting

Payment Not Showing

• Check payment provider dashboard
• Wait a few minutes for sync
• Manually record if needed

Wrong Amount

• Edit the payment record
• Or delete and re-record

Duplicate Payment

• Delete the duplicate entry
• Verify actual payment received

Customer Disputes Payment

• Check payment provider records
• Review invoice history
• Document communication

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