When a customer hands over money at the property, the crew member records it on the job in the worker app, so the invoice shows paid and nobody has to remember a number until Friday. This guide covers the payment buttons on the job screen, each payment method, and what the app does when there is no signal.
1 Open the job and find the payment button
Open the job from the jobs list. The payment buttons are at the bottom of the job screen. They are there on a completed job, and also before the job is done, for a customer who pays up front. What you see depends on whether the app knows how much is owed:
- Paid Cash with the amount, for example Paid Cash $60.00, when the app knows the balance. This is the one-tap button for a customer who pays the full amount in cash. Under it is Other amount or method for everything else.
- Record Customer Payment (on a completed job) or Record Payment (before the job is done) when the app does not know the balance. It opens the same form.
If the customer is on autopay, the job screen shows a note instead of the buttons, such as Autopay will charge the saved card a few minutes after the job is completed, with Nothing to collect. If the customer pays you at the door anyway, tap Customer paid cash/check instead to open the payment form. Record it within the wait the note names in minutes: a payment recorded before autopay runs means the card is never charged.
2 One-tap cash
Tap Paid Cash and the app asks Record cash payment with a question like “Record $60.00 cash for” the customer’s name, and a line saying the payment applies to this job’s invoice first and any extra becomes customer credit. Tap Record cash to confirm, or Cancel.
Use this only when the customer paid the full balance in cash and gave no tip. For anything else, use Other amount or method.
3 Any other amount or method
Other amount or method (or Record Customer Payment) opens a form headed by the customer’s name and the job address. Fill in:
- Payment method: Cash, Check, Credit Card, Card (other terminal), ACH or Other. The list starts on Check, so look before you tap Record. Credit Card is missing from the list when the company has not turned on card payments.
- Total received: everything the customer gave you, tip included. The app pre-fills the balance when it knows it.
- Tip: the part of the total that is a tip. It goes to the crew, not the bill. Enter it here instead of leaving it inside the total.
- Description: pre-filled with “Customer payment”. Change it if you want a different note.
- Check number: appears only when the method is Check.
Under the fields the app shows how the money will be split: Pays the bill and Tip to the crew, and for cash, check and the other non-card methods also Customer credit if the total is more than the invoice. In that case you also get a warning: if it is a tip, enter it under Tip; otherwise it becomes the customer’s credit. With Credit Card the credit line and the warning do not appear, because a card charge is refused if it is more than the balance and never books credit.
Then tap Record Payment. If you picked Credit Card the button reads Continue instead. A green message confirms the payment. The app’s own wording is Payment recorded successfully.
4 Checks
A check needs its number. Leave it empty and the app says Check number is required for check payments. A number may contain only letters, numbers, spaces and dashes, and can be up to 40 characters. If something is wrong when you tap Record, the app says Enter a valid check number before saving.
If that check number was already recorded for this customer, the app stops and asks Check already recorded, with Check #1234 was already recorded on the earlier date and amount, Record it again? Tap Don’t record if you are sure it is the same check, or Record again if it is a real second check with the same number. Don’t record leaves the payment unrecorded with the message Payment not recorded.
5 A payment bigger than the invoice
If the invoice is already paid, or the amount is more than what is still owed, the app asks Record as credit? and repeats the numbers. Record as credit saves the extra as the customer’s credit. Don’t record records nothing. A tip is the usual reason for the difference, so check that it went in the Tip field first.
6 Card payments
Credit Card charges a card on the spot, and it needs a connection. With no signal the app says Connect to take a card payment and records nothing.
With a connection, tap Continue. If the customer has a card on file you get Card On File with their cards listed (the default one is marked Default), and Use New Card if they want to pay with a different one. A new card is typed into Enter Card Securely, a form built by Stripe. Tap Use This Card and the card is charged. The app says that card numbers are entered securely with Stripe and are not stored in the app.
Card (other terminal) is different. It records a card payment you already took on your own card reader. Nothing is charged by ClippingCash, so it needs no card form and it works when card payments are off.
7 With no signal
Cash, check, Card (other terminal), ACH and Other payments still record with no signal. The app says Saved. It will sync when you’re back online. and sends the payment when the phone reconnects. The job shows Not synced until it lands, and a banner at the top of the app counts the waiting actions.
If the office’s system refuses a queued payment, the banner reads 1 item didn’t sync. Tap to review. Tap it to open Items that didn’t sync, which lists the payment with the reason. Tell the office about each one, then tap I’ve reported it, clear. A queued check that turns out to be a repeat of one already recorded is refused with a line telling you to check with the office. For more on working with no signal, see Worker app: work offline.
What the office sees
A recorded payment shows on the invoice like any other payment, with the check number on a check. The job screen shows Paid (Cash), Paid (Check), Paid (Card) or Partially Paid, and an Invoice payments list. The office can see the same payment in the dashboard, and how to record a payment against an invoice and how to record a check payment cover that side.