Find and review payments on the Payments page
Open Payments in the sidebar to see every payment and refund across all invoices. Pick a status tab, search, or click Filters to narrow by payment date, type, or method, then click any row to open the payment's detail page with its invoice, client, and job. To correct a completed payment, issue a refund rather than editing it.
An invoice tells you about one client. The Payments page tells you about your cash. It lists every payment and every refund across every invoice, so questions like "did that check ever land?" take one filter instead of ten invoice pages.
Read the list
Open Payments from the sidebar. The tabs across the top, All, Completed, Pending, Failed and Refunded, each show how many payments they hold, so you can see at a glance what has landed and what is still clearing. The Refunded tab lists the refunds themselves.
The table shows the number, client, invoice, type, method, amount, date, and status. Click any row to open that payment.
| Status | Meaning |
|---|---|
| Completed | The money has landed |
| Pending | Recorded, but still clearing (checks, ACH) |
| Failed | The processor declined it |
| Refunded | Sent back to the client |
| Voided | Cancelled before it settled |
Narrow it down
Search matches the payment number, reference number, invoice number, client name, description, and notes. For anything more specific, click Filters:
- Payment Date: Today, 7 days, 30 days, This quarter, or a range you pick.
- Type: payments or refunds.
- Tags: payments carrying any of the tags you pick.
- Method: cash, check, e-transfer, card, and the rest.
Click the #, Amount, Date, or Status column header to sort. Hunting for a check that has not cleared? Open the Pending tab and set Method to Check. On ZenGrow and ZenAI, Export downloads the list as a CSV; see how lists work.
Open a payment
The detail page leads with the money: a strip with the amount, and for card payments the Fees the processor kept and the Net received, plus the invoice's remaining balance when the payment is attached to one. Below it, Details lists the method, date, reference number, who recorded it, and notes, and Breakdown splits a card payment into the invoice part, any tip and Surcharge, the fees, and what you netted.
When the payment is attached to an invoice, a Status card follows it from received to the invoice being paid in full, and the Applied to card on the right shows how the invoice is paid: this payment, any other payments, and the balance due. While money is still owing, its button naming the amount (for example Request $60.00 balance) sends the invoice to your client. Linked records links the client and the job.
A completed payment has View Receipt and Send Receipt buttons at the top. The Actions menu (the ⋯ button) holds Send Invoice and, when the payment is eligible, Issue Refund.
Payments cannot be edited or deleted once recorded. To correct a completed payment, issue a refund. The pair of records is the audit trail, and your books stay honest.
Stripe balance
If you have Stripe connected, a Stripe Balance button appears at the top right, beside Export and New Payment. It shows what Stripe is holding and what is on its way to your bank, which is a different number from what WorkZen has recorded as paid.
Frequently Asked Questions
This article answers:
- Where do I see all payments in one place?
- How do I find a payment by check number?
- Can I edit or delete a payment?
- How do I see how much I have been paid this month?
- What do the payment statuses mean?