We hope you're ready to get paid! Recording payments in ServiceCore is easy regardless of which payment method your customer chose to use. 

There are 6 ways for you to record a payment in your ServiceCore account:

1. Manually record a cash payment. Find out how to do this below.
2. Manually record a check payment. Find out how to do this below.
3. Manually record an "other" payment, like a money order. Find out how to do this below.
4. Manually record a credit/debit card payment that was made to your business outside of ServiceCore Pay. Find out how to do this below.
5. Manually record an ACH payment that was made to your business outside of ServiceCore Pay. Find out how to do this below.
6. Manually apply a credit memo instead of collecting payment. Click here to learn how to do this.

If you're using ServiceCore Pay, there are 2 ways for your customers to pay online so you don't have to manually record anything:

1. Via ACH or credit/debit card from an invoice (both mailed and emailed). Click here to learn how to do this.
2. Via ACH or credit/debit card in their customer portal (only available if you're on ServiceCore's Pro Plan). Click here to learn how to do this.

Keep reading to learn how to manually record a cash, check, or "other" payment as well as a card or ACH payment made outside of ServiceCore Pay. 

To learn how to apply a credit memo instead of collecting payment, click here.

To learn how your customers can pay online through ServiceCore Pay, click here. 

To learn how to apply payments to a multi-site invoice, click here.

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Payments must be linked to an invoice. If there is no invoice, you cannot record a payment for a customer.
• Payments will automatically sync with your QuickBooks Online (QBO) or QuickBooks Desktop (QBD) account.
• You can record payment on multiple invoices for the same customer at the same time. 
• You cannot record payment on multiple invoices across different customers at the same time.
• You cannot change which customer is linked to a payment once it's recorded.
• You cannot change the payment method once it's recorded.

Manually Record a Payment

There are 5 ways to manually record a payment on an invoice:

1. From inside an invoice at the top that automatically fills in the main details.
   
   
2. From inside an invoice at the bottom that automatically fills in the main details.
   
   
3. From the main Accounting section tied to an invoice that automatically fills in the main details.
   
   
4. From a customer's profile under the Accounting section tied to an invoice that automatically fills in the main details.
   
   
5. From anywhere in your account using the + button to start from a blank payment page.
   
   

TIP: We strongly suggest using one of the first four options because all of the relevant invoice information will automatically appear on the payment page, making your workflow faster. 

About the Application Date

When you select an invoice to apply a payment to, an Application Date appears as a clickable link below the Invoice Payment field. This date controls which accounting period the payment counts toward on your AR Aging Report.

The field defaults to the later of the Payment Record Date and the Invoice Date. For most payments recorded in real time, you won't need to change it. The field defaults to the right date automatically, and your day-to-day payment workflow stays the same.

Two things to keep in mind:

• You can't set the Application Date earlier than the Payment Record Date.
• You can't set it to a date inside a closed accounting period.

Click here to learn more about the Application Date and how it works.

Record a Cash Payment

If a customer pays their invoice with cash, follow the below instructions to record that cash payment on the associated invoice so it's marked Paid:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Cash' option in the Payment Type field.
5. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
6. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In the screenshot below, the amount should be $291.63 because only one invoice is selected. If both invoices were selected, the amount should be $491.63. 
   
   
8. Add any necessary notes regarding this payment.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" to save the payment record.
    
    

Record a Check Payment

If a customer pays their invoice with a check, follow the below instructions to record that check payment on the associated invoice so it's marked Paid:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Check' option in the Payment Type field.
5. Add the check's reference number to keep your accounting records organized.
6. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
7. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
8. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In the screenshot below, the amount should be $291.63 because only one invoice is selected. If both invoices were selected, the amount should be $491.63. 
   
   
9. Add any necessary notes regarding this payment.
10. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
    
    Please Note: The confirmation email will be sent to the email address at the top of the payment page.
11. Click "View Payment" to save the payment record.
    
    

Record an Other Payment

While cash and check are the most popular physical payment methods, your business may allow customers to pay their invoices with a money order, PayPal transaction, Venmo/Cash App/Zelle/etc... transfer, or another type of method.

If a customer pays their invoice with something other than cash or check, follow the below instructions to record that payment on the associated invoice so it's marked Paid:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Other' option in the Payment Type field.
   
   TIP: If the payment is a money order, we suggest adding the tracking/serial number in the Reference Number field to keep your accounting records organized.
5. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
6. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In the screenshot below, the amount should be $291.63 because only one invoice is selected. If both invoices were selected, the amount should be $491.63. 
   
   
8. Add any necessary notes regarding this payment.
   
   TIP: We suggest adding the payment method used to the Internal Memo field so it's easy to remember how the customer paid when you're reviewing payments in the future.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" to save the payment record.
    
    

Record a Credit/Debit Card Payment

If you're signed up for ServiceCore Pay, customers will be able to pay online using a credit/debit card without you needing to manually record anything.

If you are not currently signed up for ServiceCore Pay, you can still technically accept credit/debit card payments outside of ServiceCore using a card reader device. 

If a customer pays their invoice with a credit/debit card outside of ServiceCore, follow the below instructions to record that payment on the associated invoice so it's marked Paid:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Credit / Debit' option in the Payment Type field.
5. Select the correct type of card in the Card Type field.
6. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
7. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
8. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In in the screenshot below, the amount should be $291.63 because only one invoice is selected. If both invoices were selected, the amount should be $491.63. 
   
   
9. Add any necessary notes regarding this payment.
10. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
    
    Please Note: The confirmation email will be sent to the email address at the top of the payment page.
11. Click "View Payment" to save the payment record.
    
    

Record an ACH Payment

If you're signed up for ServiceCore Pay, customers will be able to pay online using an ACH transfer without you needing to manually record anything.

If you are not currently signed up for ServiceCore Pay, you can still technically accept an ACH payment outside of ServiceCore between you and your customer's financial institutions.

If a customer pays their invoice with an ACH transfer outside of ServiceCore, follow the below instructions to record that payment on the associated invoice so it's marked Paid:

1. Click on "Record Payment" from the dropdown menu next to or in the invoice depending on where you're starting from. (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'ACH / EFT' option in the Payment Type field.
5. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
6. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In in the screenshot below, the amount should be $291.63 because only one invoice is selected. If both invoices were selected, the amount should be $491.63. 
   
   
8. Add any necessary notes regarding this payment.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" (or one of the other options) to save the payment record and close the invoice.
    
    

View Payments

After a payment is recorded, there are 3 ways to review it in ServiceCore:

1. From inside an invoice in the Payments section.
   
   
2. From the main Accounting section in the Payments tab.
   
   
3. From a customer's profile under the Accounting section in the Payments tab.
   
   

To learn how to edit, void, or delete payments, click here.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!