Edit, Void, and Delete Payments

After a payment is made, you have the ability to make certain changes to it, void it to reopen the associated invoice(s), or delete it completely (we always recommend voiding instead of deleting!).

There are several different ways that payments can be recorded on invoices in your ServiceCore account and each type of payment has a few considerations to keep in mind when editing, voiding, unapplying, or deleting.

Click here to learn how to record a manual payment.

Click here to learn how to manually charge a customer's online payment method.

Click here to learn how customers can pay online through ServiceCore Pay.

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 created before Jun 18, 2020 cannot be edited.
• You cannot change which customer is linked to a payment once it's recorded.
• You cannot change the payment method once it's recorded.
• You cannot change a payment's amount to $0 to "zero it out".
  • To "zero out" a payment, you can void it. The associated invoice will reopen in an Unpaid/Overdue status.
• You cannot unvoid a payment after it's been voided.
• You cannot recover a deleted payment.
• You cannot delete an online payment made through ServiceCore Pay.
• Click here to learn how to refund payments.
• Click here to learn how to manage credit memo payments.
• The Application Date on a payment is editable. If your ServiceCore account has a closed accounting period set and you select a date within that closed period, you'll see a warning before saving. Click here to learn more about the Application Date.

Manage Online Payments

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.

Within a few minutes of a customer making an online payment, that payment record will appear in your ServiceCore account for you to report on and manage as needed.

Please Note: You cannot delete online payments in ServiceCore.

Edit Online Payments

The following information cannot be edited for payments made online by your customers:

• Customer
• Payment Date
• Payment Method
• Payment Amount

Please Note: The Application Date on a payment is editable. If your ServiceCore account has a closed accounting period set and you select a date within that closed period, you'll see a warning before saving.

If you've connected QuickBooks Online (QBO) to your ServiceCore account, editing a payment in ServiceCore will cause both the payment and its associated invoice(s) to resync with your QBO account so it reflects the changes you've made.

If you've connected QuickBooks Desktop (QBD) to your ServiceCore account, editing a payment in ServiceCore will cause both the payment and its associated invoice(s) to resync with your QBD account so it reflects the changes you've made.

Please Note: Editing a payment in QBO or QBD will not cause the payment or its associated invoice(s) to resync with your ServiceCore account. We recommend using ServiceCore as your system of truth and only managing payments there otherwise the two systems can quickly become mismatched and disorganized.

If you've connected QuickBooks Desktop (QBD) to your ServiceCore account and you edit a payment to remove all of its associated invoices, you'll see a warning that the payment won't sync to your QBD account.

Please Note: If you continue to save your changes to that payment, you'll need to edit that payment in your QBD account and update the invoice-payment links so it matches the payment record in ServiceCore again.

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

1. From inside the associated 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 edit a customer's online payment, just follow the below instructions:

1. Click on "Edit Payment" from the dropdown menu next to the payment. (See above screenshots.)
2. Adjust what you need to.
3. Click "View Payment" at the bottom to save your changes.

TIP: Don't forget to update the invoice-payment links in your QBD account if you've changed the invoice(s) associated to this payment.

Void Online Payments 

Voiding payments gives you an easy paper trail to follow and allows you to "zero out" payments so that the associated invoice(s) can reopen for a replacement payment. We also recommend voiding payments instead of deleting them so you have a record of it for future audits.

Please Note: There's no way to unvoid a payment once it's been voided.

If you're using ServiceCore Pay, voiding an invoice in ServiceCore will automatically send a void request to the payment processor connected to your ServiceCore account.

If the payment hasn't settled yet, it'll be voided in your merchant account, but not in ServiceCore. Once the payment has settled it'll show as voided in your ServiceCore account. 

Please Note: Voiding a payment in ServiceCore does not refund the payment to the customer. Please click here to learn more about refunding payments.

If you've connected QuickBooks Online (QBO) or QuickBooks Desktop (QBD) to your ServiceCore account, you aren't able to void payments that've originated from QBO or QBD. 

Please Note: Voiding payments in ServiceCore won't auto-sync to QBO or QBD. You'll need to manually void payments in your QBO or QBD account. 

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

1. From inside the associated 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 void a customer's online payment, just follow the below instructions:

1. Click on "Void Payment" from the dropdown menu next to the payment. (See above screenshots.)
2. If the online payment hasn't yet settled, click "Void Anyway". This prompt won't appear for online payments that've settled already.
   
   
3. We strongly recommend entering your reason for voiding this payment in the Reason Voided field so your paper trail stays organized.
4. Click "Void Payment". 
   
   

The payment record will now display a Void status.

TIP: Don't forget to void the payment in your QBO or QBD account.

Manage Manually Recorded Payments

If you're not using ServiceCore Pay, there are 6 ways for you to manually record a payment in your ServiceCore account:

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

After you've manually recorded a payment in your ServiceCore account, you will be able to report on and manage it as needed. 

Edit Manually Recorded Payments

The following information cannot be edited for manually recorded payments:

• Customer
• Payment Method

Please Note: If you unapply a payment from an invoice and re-apply it to the same invoice, the Application Date you previously set is restored automatically.

If you've connected QuickBooks Online (QBO) to your ServiceCore account, editing a payment in ServiceCore will cause both the payment and its associated invoice(s) to resync with your QBO account so it reflects the changes you've made.

If you've connected QuickBooks Desktop (QBD) to your ServiceCore account, editing a payment in ServiceCore will cause both the payment and its associated invoice(s) to resync with your QBD account so it reflects the changes you've made.

Please Note: Editing a payment in QBO or QBD will not cause the payment or its associated invoice(s) to resync with your ServiceCore account. We recommend using ServiceCore as your system of truth and only managing payments there otherwise the two systems can quickly become mismatched and disorganized.

If you've connected QuickBooks Desktop (QBD) to your ServiceCore account and you edit a payment to remove all of its associated invoices, you'll see a warning that the payment won't sync to your QBD account.

Please Note: If you continue to save your changes to that payment, you'll need to edit that payment in your QBD account and update the invoice-payment links so it matches the payment record in ServiceCore again.

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

1. From inside the associated 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 edit a customer's online payment, just follow the instructions in the above video or the below steps:

1. Click on "Edit Payment" from the dropdown menu next to the payment. (See above screenshots.)
2. Adjust what you need to.
3. Click "View Payment" at the bottom to save your changes.

TIP: Don't forget to update the invoice-payment links in your QBD account if you've changed the invoice(s) associated to this payment.

Void Manually Recorded Payments 

Voiding payments gives you an easy paper trail to follow and allows you to "zero out" payments so that the associated invoice(s) can reopen for a replacement payment. We also recommend voiding payments instead of deleting them so you have a record of it for future audits.

Please Note: There's no way to unvoid a payment once it's been voided. Additionally, voiding a payment in ServiceCore does not refund the payment to the customer. Please click here to learn more about refunding payments.

If you've connected QuickBooks Online (QBO) or QuickBooks Desktop (QBD) to your ServiceCore account, you aren't able to void payments that've originated from QBO or QBD. 

Please Note: Voiding payments in ServiceCore won't auto-sync to QBO or QBD. You'll need to manually void payments in your QBO or QBD account. 

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

1. From inside the associated 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 void a payment, just follow the below instructions:

1. Click on "Void Payment" from the dropdown menu next to the payment. (See above screenshots.)
2. We strongly recommend entering your reason for voiding this payment in the Reason Voided field so your paper trail stays organized.
3. Click "Void Payment". 
   
   

The payment record will now display a Void status.

TIP: Don't forget to void the payment in your QBO or QBD account.

Delete Manually Recorded Payments

We strongly recommend voiding payments instead of deleting them to keep your accounting records accurate. 

Even if you're planning on taking a replacement payment after deleting the original payment, it's still better to void the original payment instead because it keeps a clean audit trail, preserves your transaction history, and prevents reporting gaps that can throw off your books.

However, we understand that there may be rare one-off circumstances where deleting a payment makes more sense so you do have the ability to delete a payment in ServiceCore. 

If you're using QuickBooks Online (QBO) or QuickBooks Desktop (QBD), deleting payments in ServiceCore won't auto-delete them in QBO/QBD. You'll need to manually delete the payments in your QBO/QBD account. 

Please Note: There's no way to recover a payment once it's been deleted.

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

1. From inside the associated 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 delete a payment, just follow the below instructions:

1. Click on "Delete Payment" from the dropdown menu next to the payment. (See above screenshots.)
2. Click the "Confirm Delete" button on the prompt that appears.
   
   

Frequently Asked Questions (FAQs)

These FAQs address common questions and quick clarifications to help you use this feature with confidence.

How Do I Unapply a Payment?