How To Record A Payment in WorkZen

Money in your pocket isn't the same as money in your books. Recording payments against the right invoice keeps your receivables accurate and your job costing honest.

Record a payment on an invoice

Open the invoice and click Add Payment in the Payments section. The form shows the invoice's current balance, and warns you if the amount you enter is an overpayment. Fill in:

Payment Method: Cash, Check, Credit Card, Debit Card, E-Transfer, Bank Transfer, ACH, Wire Transfer, PayPal, Venmo, Zelle, or Other. Picking Other adds a Specify Payment Method field.
Payment Date: when the money arrived. It cannot be in the future.
Reference Number: a check number, transaction ID, or confirmation number.
Status: Completed is the default. The form's helper says to use "Pending" for checks or ACH that require manual confirmation.

Partial payments are normal. Record what arrived, the invoice becomes Partially Paid, and the Balance Due updates. When recorded payments cover the total, the invoice flips to Paid automatically.

You can also record payments from the Payments page with New Payment, including standalone payments not tied to an invoice.

Note

Online card payments made by your client through the invoice's Pay with Card button are recorded automatically. You only record payments manually for money that moved outside WorkZen.

Tap To Pay With Card Readers

Taking cards in person? WorkZen supports Stripe card readers with a shared company pool. Register smart readers (WisePOS E, S700) from the Card Readers section on the Stripe Payments settings page on web, and add Bluetooth readers (WisePad 3, M2) from the mobile app, where they can be discovered over Bluetooth. Once a reader is registered, any teammate can connect to it without setting it up again, and techs collect card-present payments right from the mobile app while they're still in the driveway.

When The Invoice Hits Zero

Fully paid invoices say so right on the page ("This invoice is fully paid"), and invoices created with nothing owing show "This invoice has a zero balance. Nothing is due." The payment actions stay visible either way, so you can still record an adjustment or a late-arriving payment without hunting for a hidden menu.

After the payment

Every payment gets a receipt you can open with View Receipt or email with Send Receipt. If the money has to go back, see how to issue a refund.

Step by step

Open the invoice

Go to Invoices and open the invoice you were paid for. The Payments section shows Total Paid and Balance Due.

Click Add Payment

Enter the amount. The form shows the current balance so you can see exactly what's owing.

Pick the method and date

Choose the Payment Method and Payment Date, add a Reference Number if you have one, and save.

Frequently Asked Questions

Yes. Record whatever amount arrived; the invoice status changes to Partially Paid and the Balance Due updates. Record the rest later and the invoice flips to Paid on its own.

Cash, Check, Credit Card, Debit Card, E-Transfer, Bank Transfer, ACH, Wire Transfer, PayPal, Venmo, Zelle, and Other. Choosing Other asks you to specify the method.

Use Pending for checks or ACH transfers that still need to clear. The form's helper text says exactly that. Mark the payment Completed once the money lands.

Yes. From the Payments page, click New Payment to record a standalone payment, or link it to an invoice, client, or job.

Recording requires the Record Payments permission (or invoice access for invoice payments). Editing, deleting, and refunding payments requires Manage Payments.