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Who uses this: Anyone who can open and edit an invoice record. Availability: Web app and mobile app — marking a payment does not require FieldPulse Payments.
Marking a payment records money your customer has already paid — cash, a check, or any method handled outside FieldPulse — against the invoice it belongs to. The payment record is what moves the invoice to Paid or Partially Paid and keeps the balance due accurate. To take a card or ACH payment through FieldPulse instead of recording one, see How to Collect Payments: 3 Methods.

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Overview

Marking a payment attaches a payment record to an invoice with the payment method, amount, date, and any notes. Payment records are what mark an invoice Paid or Partially Paid — with the full amount recorded the invoice reads Paid, and with part of the amount recorded it reads Partially Paid. Every payment record lives under the Payments tab of the invoice record, in a row that shows Number, Invoice Number, Customer, Method, Amount, Notes, Payment Date, Payment Ref., and Synced. You can mark a payment on one invoice at a time on the web app or the mobile app, or mark several invoices paid at once from the Invoices list.

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Before you begin

  • Collecting a credit card payment, collecting an ACH payment, and sending a payment request all require FieldPulse Payments — see How to Collect Payments: 3 Methods.
  • Have the payment method, amount, and date in front of you so the record matches what the customer paid.

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On web

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Mark a payment on an invoice

Record the payment on the invoice it belongs to.
  1. Open the invoice record you want to apply the payment to.
  2. Select Payment. The invoice record with the Payment button highlighted, next to Preview, Actions, and Edit
  3. In the window that opens, select Mark Payment. This is also the window where you process a credit card if you use FieldPulse Payments. The payment window open on Mark Payment, with Take Payment and Request Payment above it and the Method, Amount, Date, and Notes fields alongside
  4. Choose the Method — Cash, Check, Credit Card, Bank Transfer, or Other.
  5. Confirm the Amount and the Date.
  6. Add any Notes.
  7. Select Save.
The Mark Payment window with Check selected as the method, a check number typed into Notes, and the green Save button highlighted The payment record appears under the Payments tab on the invoice record. Deleting or modifying a payment record changes the invoice status, and moving the invoice back to a previous status or marking it void removes its payment records automatically. The Payments tab of the invoice record showing the saved payment row with its number, method, amount, notes, and payment date

Video walkthrough: marking a payment on the web app

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Mark bulk payments

Mark several invoices paid in one pass from the Invoices list.
  1. Go to your Invoices list and select the pencil icon.
  2. Select the checkbox on each invoice you want to mark as paid.
  3. Adjust the payment method, date, and notes.
  4. Save the payment record.
Bulk marking records payments only — it does not collect them.

Video walkthrough: marking bulk payments

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On mobile

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Open the invoice

Start from the invoice record you want to apply the payment to.
  1. Select the Sales tab at the bottom of your screen, then select Invoices. The mobile Sales menu with Invoices highlighted and the Sales tab selected at the bottom of the screen
  2. Select the invoice record you want to apply the payment to. The All Invoices list on mobile with an invoice record highlighted, below the All, Draft, Invoiced, Overdue, Partially Paid, Paid, Void, By Tags, and Templates tabs
  3. Select the green Payment button, next to View Invoice.
A mobile invoice record with the green Payment button highlighted next to View Invoice Or select the green Actions button and choose Payment from Available Actions.
The green Actions button used on mobile invoice records
The Available Actions sheet on mobile with Payment highlighted, below Generate Invoice Receipt PDF
Either route opens the same four options — Mark Payment, Collect Credit Card Payment, Collect ACH Payment, and Send Payment Request via Email. Collect Credit Card Payment, Collect ACH Payment, and Send Payment Request via Email require FieldPulse Payments; see the FieldPulse Payments Overview. The mobile payment options — Mark Payment, Collect Credit Card Payment, Collect ACH Payment, and Send Payment Request via Email

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Mark the payment

Record what the customer paid on the New payment screen, which also shows the payment date and the invoice the payment applies to.
  1. Select Mark Payment.
  2. Adjust the Payment Amount and the Payment Method.
  3. Add any Notes.
  4. Select Save Payment, or Save in the top-right corner.
The mobile New payment screen with the payment date, invoice, payment amount, payment method, and notes fields above the green Save Payment button

Video walkthrough: payments on the mobile app

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Invoice statuses

An invoice’s status follows its payment records. Once the full payment record is attached, the invoice reads Paid; if the payments recorded are less than the total invoice amount, the status reads Partially Paid. See FieldPulse Deposit and Payment Status Details for how each status behaves.

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FAQs

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Can I mark a payment while completing a job?

Yes. When you mark a job with a related invoice Completed, FieldPulse shows a pop-up asking whether you want to mark payment on that invoice — turn the pop-up off under Company Settings > Jobs > General. See How to Complete a Job in the Field for the rest of the job close-out flow.

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Still need help?

Reach the FieldPulse support team at support@fieldpulse.com or through the chat feature in the bottom-right corner of your screen. You have marked the payment when the record shows under the invoice’s Payments tab and the invoice status reads Paid for the full amount or Partially Paid for part of the balance.