A customer’s payment history
Open a customer and choose Payments and receipts to see everything they have ever paid — each payment against the job it paid for, with its receipt ready to read, download or send again, beside what they still owe.
“What have I paid you, and can you send me that receipt again?” Every office gets that call, usually in November, usually from somebody’s bookkeeper. This is the page you answer it from.
Finding it
Open the customer and choose Payments and receipts. Everything money-shaped about that customer is on this one page: what they’ve paid, what came back as a refund, what they still owe, and every receipt.
The two numbers at the top
Collected is what actually stayed with you. A refund comes off it — the page says so underneath when one has — so a $500 job with a $200 refund shows $300 collected, not $500 with an asterisk.
Outstanding is what they still owe, and it is the same figure you’ll find on the balances report — one answer, read in two places, so the two screens can never tell you different stories about the same customer. From here you can also open their statement in one tap.
Collected plus outstanding equals what the work came to. Because collected is counted after refunds, the numbers on this page always add up — which matters, because this is the page you read to a customer over the phone.
Every payment, however it arrived
Each payment is listed against the job it paid for — the service and the property — with the day it was paid and how: card and the last four digits, bank payment, or a cheque or cash you recorded by hand. A payment that hasn’t settled yet, or didn’t go through, is flagged rather than quietly counted. Refunds sit under the payment they came off.
Receipts, right where the call needs them
Every settled payment on the page carries its receipt: read it, download the PDF, or send it again — and the page notes when it last went out and how many times, so you can tell the customer “it went to you Tuesday” instead of guessing. A card that declined or a bank payment still clearing has nothing to receipt yet, so those don’t offer one. The full story of receipts — including sending one to a different address — is in finding a receipt and sending it again.
What you told them they owed, and when
If reminders or statements have gone out, the page lists each one with the figure as it stood the day it was sent. That record doesn’t restate itself when the balance changes later — so when a customer says “nobody ever told me,” you can see exactly what was said, and when, and what the number was at the time.
Who can see it
Reading this page needs permission to view money. Sending a receipt or a statement from it is a separate permission — looking money up and mailing a customer about it are different acts. See permissions and custom roles.
Still stuck? Ask us — or go back to the help center.