Not every customer pays online. Cash, check, and paper ACH still happen — and Run a Call lets you record them so the books match reality.
Recording a cash payment
- Open the invoice.
- + Payment.
- Pick Cash.
- Enter the amount and the date received.
- Save.
The invoice flips to Paid (or Partially paid).
Recording a check
Same flow, pick Check:
- Amount and date received.
- Check number (optional but recommended — helps reconcile with bank deposits).
- Memo (optional).
Recording a paper ACH
For customers who mail or fax an ACH form:
- Pick Other → method ACH (manual).
- Add the bank reference number when you have it.
Recording other methods
The Other option covers anything you want to track — Bank wire, Money order, Crypto, Trade. Type the name; it shows on the invoice and in reporting.
Where these payments show up
| Location | What you see |
|---|---|
| Invoice | The payment is recorded on the invoice. |
| Payments report | Filterable by method. |
| Customer's payment history | Logged in the customer's record. |
What about QuickBooks?
Offline payments do sync to QuickBooks Online when QBO is connected. They post as deposits to the QBO Undeposited Funds account by default — your accountant can re-classify on their end. See How payments sync to QuickBooks Online.
Reconciling cash drawer to deposit
If multiple techs collect cash across the day, the office adds them all to invoices, then deposits the total to the bank. Run a Call shows you the day's cash total under Reports → Payments → Filter by method = Cash.
Common mistakes
| Mistake | Fix |
|---|---|
| Recording cash on the wrong invoice | Always double-check the customer name before saving. |
| Forgetting to record a check | Set a routine: techs leave checks in a clear envelope at the office; the office records them all at end-of-day. |
| Recording the gross when the customer paid net of tip | Tips are a separate line on the invoice; record them separately. |