Recording Payments (Batch)

Overview

When customers pay you by check, cash, Venmo, or bank transfer, use the Receive Payment page to record those payments in BlueClerk. You can apply a single payment across multiple unpaid invoices from the same customer, saving time and keeping your books accurate. Payments automatically sync to QuickBooks, Xero, or FreshBooks if you have accounting integrations enabled.

How It Works

Accessing Receive Payment

1. Click "Finance" in the sidebar
2. Select "Receive Payment" from the flyout menu
3. You'll see all unpaid invoices across your customers

Recording a Batch Payment

1. Filter by customer (optional) - Use the customer dropdown to show only one customer's invoices
2. Select invoices - Check the box next to each invoice you want to apply payment to
3. Enter payment amount - For each selected invoice, enter the amount being paid (defaults to full balance)
4. Choose payment method - Select Check, Cash, Credit Card, Bank Transfer, Venmo, or Other
5. Add reference (optional) - Enter check number or transaction ID
6. Set payment date - When the payment was received (defaults to today)
7. Add notes (optional) - Internal notes about the payment
8. Click "Record Payment"

What Happens Next

When you record a payment:

• All selected invoices are updated with the payment amounts
• Invoice balances recalculate automatically
• Invoices marked Paid if balance reaches zero
• Payment syncs to accounting software (QuickBooks/Xero/FreshBooks) if connected
• Activity logged for audit trail
• You're redirected to the Invoices list

Payment Details

Payment Methods

Choose the method the customer used to pay:

• Check - Physical or digital check
• Cash - Cash payment
• Credit Card - Card processed outside BlueClerk (use Stripe integration for online card payments)
• Bank Transfer - ACH, wire, or Zelle
• Venmo - Venmo payment (see Venmo Payments article for QR code setup)
• Other - Any other payment method

Reference/Check Number

Use this field for:

• Check numbers
• Transaction IDs
• Confirmation numbers
• Any identifier for the payment

Payment Date

• Defaults to today when you open the page
• Change if needed - If payment was received on a different date
• Affects accounting - Synced payments use this date in your accounting software

Notes

Add internal notes about the payment:

• Customer comments
• Special circumstances
• Follow-up needed
• Anything your team should know

Tips

• One payment method per batch - All selected invoices share the same payment method, reference, and date
• Partial payments allowed - You can pay less than the full balance on any invoice
• Filter by customer first - Makes it easier to select the right invoices when recording a payment
• Check totals - Make sure the sum of payment amounts matches what the customer actually paid
• Sync happens automatically - No need to manually update your accounting software

Questions

Q: Can I split one customer payment across multiple invoices?
A: Yes, that's exactly what this feature is for. Select all the invoices and enter how much to apply to each.

Q: What if I enter the wrong amount?
A: You can delete individual payment records from each invoice detail page and re-record the payment correctly.

Q: Do I need to use this for Stripe payments?
A: No, Stripe payments are recorded automatically when customers pay online. Use this feature for checks, cash, Venmo, and other offline payment methods.

Q: Can I record a payment for invoices from different customers at once?
A: No, each batch payment applies to one customer at a time. Filter by customer, record their payment, then repeat for the next customer.

Q: Will this sync to my accounting software?
A: Yes, if you have QuickBooks, Xero, or FreshBooks connected, payments sync automatically after you record them.