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Record Payments

Record manual payments against invoices, edit or refund them, and void invoices.

When a client pays by cash, check, or any method outside BranchSite, record the payment against the invoice so the balance and reports stay accurate. Online payments made through Stripe record themselves — you only record what you collected by hand.

Record a payment

  1. Open the invoice, or find it on the Invoices page.
  2. Click Record Payment — it's in the invoice's action bar, and also in each row's actions menu on the Invoices page.
  3. Choose a Payment method (Cash, Check, or any method you've added — see Payment terms & methods).
  4. Enter the Amount ($) — it's prefilled with the remaining balance — and the Payment date.
  5. Add Notes if you like, and check Send Receipt by Email to email the client a receipt.
  6. Click Record Payment.

A few rules apply:

  • The amount can't exceed the invoice's remaining balance.
  • You can't record a payment on a voided invoice.
  • If the invoice has been consolidated into a Combined Invoice, record the payment on the Combined Invoice instead. See Combined billing.

The Payments section on an invoice

Every payment on the invoice appears in its Payments section with its Method, Date, Amount, and Status (Settled, Refunded, or Partially refunded). Chips mark where a payment came from: Stripe for online payments, QuickBooks for imported payments, and Deposit or Prepay for applied advance funds.

Use Edit on a payment to correct its method, amount, date, or notes.

Refund a payment

  1. In the invoice's Payments section, click Refund on the payment.
  2. Enter the Amount ($) — partial refunds are fine — and a Reason.
  3. Click Refund.

The refund amount can't exceed what's still refundable on that payment. How the money moves back depends on the payment:

  • Manual payments — the refund is a bookkeeping entry; return the money to the client however you choose.
  • Stripe payments — the refund is sent to Stripe and returned to the client's card or bank account. It shows as pending until Stripe confirms it.
  • QuickBooks-imported payments — refund these in QuickBooks; BranchSite won't refund them directly.
  • Applied deposits or prepay — these aren't refunded here. Use Unapply to return the funds to the job's deposit/prepay pool. See Deposits & prepay.

Void an invoice

Voiding retracts an invoice entirely — use it when the invoice shouldn't have been issued, not to reverse a single payment.

  1. On the invoice, open the actions menu and choose Void.
  2. Enter an optional Reason and click Void invoice.

A voided invoice stays on record with its audit trail but no longer counts toward accounts receivable. Voiding cannot be undone.

Cancel an in-progress online payment

If a client started an online payment that's still pending, the invoice shows an "Online payment pending" notice with a Cancel option. Canceling ends the client's payment session; they'll need to start a new payment to pay online. Once a payment is actually processing, it can no longer be canceled.