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 on the Payment History card.
3. Check the amount, then pick the Method and the Date received. Both start empty.
4. Click Apply Payment.
5. Read the summary, then click Save payment.

Payment Dashboard

Viewing All Invoices

1. Go to Invoices.
2. Read the summary line at the top of the list. It counts only the invoices that match the tab, search and dates you picked, and ends with "for the current filters". It is hidden when no invoice matches.

The CSV, PDF and IIF exports and Remind all unpaid are in the page header. On a narrower window they are under More.

Filtering by Status

Click a tab to filter the list:

Use the search box to find an invoice by its number, customer or project. Click Dates to show only invoices created between two dates.

The exports do not work on the Overdue tab yet. Switch to the Unpaid tab to export.

Step-by-Step: Recording Payments

Step 1: Open the Invoice

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

Step 2: Open the Payment Form

1. Find the Payment History card on the invoice.
2. Click Record payment in the card's header. Apply Payment in the Actions card opens the same form.
3. The New payment form opens with the balance due filled in as the amount. Method and Date received start empty, so you choose them on purpose.

The button is not there on a paid or void invoice.

Step 3: Enter Payment Details

Step 4: Select Payment Method

Step 5: Save Payment

1. Check the details.
2. Click Apply Payment. Nothing is saved yet. Click Cancel to close the form without saving.
3. The form shows Save this payment? with the amount, the date received (marked "today" when it is), the method, the reference, and the Balance after (with "paid in full" when it reaches zero). Click Back to change something, or Save payment to record it.
4. The invoice status updates:
   • Full payment → "Paid"
   • Partial payment → "Partial"

Two extra checks can appear before the save:

• A payment that pays the invoice off shows a warning line, with Save and Change amount in place of Back and Save payment. The line reads "This marks the invoice paid." or, when the customer is emailed a receipt, "This marks the invoice paid and emails the customer a receipt."
• A payment that looks like one already recorded shows a notice naming the other invoice (for the same customer and job, or the same QuickBooks invoice) or, on this invoice, the payment already on it. Click Don't record unless the customer paid a second time, in which case click Record payment anyway.

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 the invoice.
2. Find the Payment History card. It reads "No payments recorded." until the first payment.
3. Each payment shows:
   • Amount
   • Method
   • Date
   • Reference
   • Notes

Correct or remove a payment

An admin sees Edit amount and Remove beside a payment the system lets them correct. Each asks Why and then a Review step before anything changes: the invoice balance and the payment's journal entry change with it. Stripe payments, refund rows, payments that already have refunds, and QuickBooks payments get neither button.

Full Audit Trail

The activity log shows:

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

Payments on a voided invoice

A voided invoice keeps its payments as they are. DrillerDB will not change or remove a payment on a voided invoice or record a refund against one, and says so: "Cannot change a payment on a voided invoice" or "Cannot refund a payment on a voided invoice". Either change would make the voided invoice count as unpaid again in receivables, reminders and finance charges.

To give the money back to the customer, refund it through your payment processor. See Refunds below.

Accounts Receivable Aging

Understanding Aging

Viewing Aging Report

1. Go to Accounting > Receivables
2. Open the AR Aging tab
3. Set the As of date and click Run
4. View the aging buckets, then click any customer to drill into their open invoices

See Accounting > Receivables for the full aging, statements, and collections workflow.

Using Aging for Collections

Reporting

Invoice exports

The CSV, PDF, and IIF buttons in the Invoices page header export the invoices that match the tab, search and dates you picked. On a narrower window they are under More. IIF is the QuickBooks Desktop import file; the page lists any invoice it leaves out and why. The exports do not work on the Overdue tab yet, so switch to Unpaid first.

Receivables and financial reports

QuickBooks Sync

Automatic Sync

When QuickBooks Online is connected:

• Invoices and customers go to QuickBooks
• A payment recorded in QuickBooks comes back to DrillerDB on its own
• Payments you record in DrillerDB are not sent to QuickBooks Online unless payment sync is turned on for your connection. Until it is, record those payments in QuickBooks too.

If a payment does not sync

To see what went to QuickBooks and whether it failed, open Accounting > Settings and check the Sync Activity Log.

For a payment that starts in QuickBooks, see Payments recorded in QuickBooks: how it reaches DrillerDB, and what happens when it is deleted in QuickBooks.

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