Record a payment on the phone

How to record a deposit or part-payment from the phone, scan the receipt to fill the form in, check what the scan got wrong, and what the warning about a duplicate means.

Where: mobile · Who can use it: People who can take payments. Refunds need the refund right, which the app checks.

Screens may differ slightly from what you see.

What it is for

Take a payment when the customer pays you on site, and record it straight away, so the job balance is right before you leave. It is the phone version of Record a payment on the web. The same rules apply.

Who can use it

• People who can take payments: record a payment on a job from the phone.
• Refunds: a separate screen. You see the refund option only if you have the refund right.
• Read-only on this phone: if the phone is in read-only mode, the app shows the job but not the buttons that change it. See Sign in and use your home screen on the phone.

How to use it

Fill in the form by hand

1. Open the job, then tap Record Payment. The screen title shows the job reference, for example Record Payment · J-1234.
2. Choose the Payment Type: Deposit, Progress Payment or Final Payment. It is required.
3. Enter the amount in pounds. It is required.
4. Check the Payment Date. It is required, and starts as today.
5. Choose the Payment Method: Cash, Card, Bank Transfer or Cheque.
6. Enter the Reference/Transaction ID if there is one, for example a card receipt number or a cheque number.
7. Add any Notes the office needs.
8. Save the payment.

Scan the receipt to fill it in

1. Tap Camera to photograph the receipt, or Gallery to pick a photo already on the phone.
2. The app reads the receipt and fills in the amount, the date, the method and the reference.
3. A banner shows what it read, for example AI extracted: £250 · Card · Medium — please verify.
4. Check every field against the receipt before you save. The banner's confidence tells you how much to check: - High confidence: check the amount, then save. - Medium — please verify: check each field. - Low — please verify all fields: type the payment in by hand, using the photo only to read from.

If you do not want to use the scan, ignore the photo and type the payment in.

If you see a duplicate warning

A red banner appears when the receipt number, amount and date match a payment that is already recorded. It means the money may already be on the job.

1. Stop. Do not save yet.
2. Look at the job's payment history on the web or on the phone to see if this payment is there.
3. If it is already recorded, do not record it again. If it is a different payment, save it and make the reference clearly different in the notes.

Refund a payment

1. In the payment history, open the payment you want to refund.
2. Tap Refund. The option is shown only if you have the refund right.
3. Enter the amount and the reason the screen asks for.
4. Confirm, and check the payment history shows the refund.

Tips

• Record the payment before you leave the customer. It is easier now than from the office later.
• Photograph the receipt if the customer has one, so the office can see where the amount came from.
• A low-confidence scan is a guide, not a fact. Read every field against the receipt.

Things to know

• The receipt scan reads the photo with AI. It can misread a figure, especially on a handwritten receipt. It is never saved without your save.
• If the phone loses signal while you are saving, check the payment history before you record it again, so the money is not entered twice. Keep the receipt until you have checked.
• Editing a payment after it is saved is for a Director or Owner, on the web. See Record a payment.

Related articles

• Record a payment
• See what a quote has been paid
• Sign in and use your home screen on the phone