When customers pay by cash, check, credit card (swiped offline), or other methods outside of Stripe, you can record the payment manually in FieldPromax. Manual payments keep your records accurate and ensure the work order's balance reflects what has been collected.
Before you start:
- The work order should have an invoice generated (typically by closing the work order).
- Know the payment amount, date, and method.
How to Access
Open the work order and navigate to the Payments tab. Click Add Payment to open the manual payment form.
Recording a Manual Payment
- In the payment modal, select the Payment Date using the date picker. This defaults to today's date.
- Enter the Amount Received. This can be the full invoice amount or a partial amount.
- Select the Payment Mode from the dropdown. Options typically include:
- Cash
- Check
- Credit Card
- Bank Transfer
- Other
- Optionally, add a Memo with notes about the payment (for example, "Check #4521" or "Paid at job site").
- Click Submit to save the payment.
Result: The payment is recorded against the work order. The balance due on the invoice decreases by the amount received. If the full amount is paid, the invoice is marked as paid.
Partial Payments
FieldPromax supports partial payments. If a customer pays only a portion of the invoice, record the amount they paid. The remaining balance continues to show as outstanding. You can add additional payment records later as the customer makes further payments until the invoice is fully settled.
Each payment entry is listed separately in the work order's payment history, so you have a complete audit trail of all partial payments received.
Editing or Deleting a Payment
If you need to correct a manual payment:
- Navigate to the Payments tab on the work order.
- Find the payment record in the list.
- Click Edit to update the amount, date, mode, or memo.
- Click Delete to remove the payment entirely if it was entered in error.
Tip: Always include a memo for check payments with the check number. This makes it easy to reconcile payments in your accounting software later.
Payment Sync
If you have an accounting integration connected (QuickBooks or Xero), manually recorded payments sync to your accounting software automatically. The payment appears against the corresponding invoice in your accounting system.
Next Steps
- Collecting Payments (Stripe) — accept online card payments.
- Payment History — view all payments across all work orders.
- Creating & Sending Invoices — learn how invoices are generated from work orders.