Payment Tracking

DrillerDB provides complete payment tracking to help you monitor cash flow and manage accounts receivable. This guide shows you how to record, track, and report on payments.

Quick Start: Record a Payment

1. Open the invoice
2. Click Record Payment
3. Enter amount and date
4. Select payment method
5. Save

Payment Dashboard

Viewing All Invoices

1. Go to Billing > Invoices
2. See overview showing:

Filtering by Status

Click status buttons to filter:

Step-by-Step: Recording Payments

Step 1: Open the Invoice

1. Go to Billing > Invoices
2. Find the unpaid invoice
3. Click to open

Step 2: Click Record Payment

1. Click Record Payment button
2. Payment form opens
3. Invoice balance shown

Step 3: Enter Payment Details

Step 4: Select Payment Method

Step 5: Save Payment

1. Review details
2. Click Save
3. Invoice status updates:
   • Full payment → "Paid"
   • Partial payment → "Partial"

Partial Payments

Recording Multiple Payments

1. Record first payment
2. Status changes to "Partial"
3. Record additional payments as received
4. Status changes to "Paid" when balance is zero

Viewing Balance

Open any invoice to see:

• Total invoice amount
• Payments received (list)
• Remaining balance
• Payment history

Example

Payment History

Viewing on Invoice

1. Open invoice
2. Scroll to Payments section
3. See all payments with:
   • Date
   • Amount
   • Method
   • Reference
   • Who recorded

Full Audit Trail

The activity log shows:

• When payment was recorded
• Who recorded it
• Method and reference
• Any notes added

Accounts Receivable Aging

Understanding Aging

Viewing Aging Report

1. Go to Reports > Billing
2. Select Aging Report
3. View breakdown by:
   • Customer
   • Invoice
   • Time bucket
4. Export to Excel or PDF

Using Aging for Collections

Reporting

Payment Reports

Available reports:

Step-by-Step: Generate Report

1. Go to Reports > Billing
2. Select report type
3. Set date range
4. Filter by customer (optional)
5. Click Generate
6. Export to Excel or PDF

Key Metrics

Track these regularly:

QuickBooks Sync

Automatic Sync

When QuickBooks is connected:

• Invoices sync to QuickBooks
• Payments sync both directions
• Customer records match
• No double entry needed

Manual Sync

If payment doesn't sync:

1. Go to Settings > Integrations
2. Click Sync Now
3. Review sync log for errors

Refunds

Processing Refunds via Stripe

1. Log into your Stripe Dashboard
2. Find the payment to refund
3. Click Refund on the payment
4. Enter refund amount
5. Confirm the refund

Stripe Refund Notes:

• Returns to original payment method
• Processing fee refunded for full refunds
• Card refunds: 5-10 business days
• ACH refunds: 3-5 business days (180-day limit)

Manual Refunds:

• Issue check or other payment directly
• Keep records for accounting reconciliation

Troubleshooting

Payment not recording?

• Check you have billing permissions
• Verify amount doesn't exceed balance
• Try refreshing the page

Invoice still showing unpaid?

• Payment may be partial
• Check payment history
• Verify amount recorded correctly

QuickBooks not syncing?

• Check connection status
• Review sync error log
• Manually sync if needed

Can't find payment?

• Check correct invoice
• Review payment history
• Search by reference number

Related Topics

• Creating Invoices - Invoice creation
• Stripe Payments - Online payments
• Invoice Reminders - Follow-up
• QuickBooks Integration - Accounting sync