Payment Tracking

DrillerDB provides comprehensive payment tracking to help you monitor cash flow and manage accounts receivable. Every invoice status is tracked from creation through final payment.

Payment Status Overview

The invoices dashboard gives you a real-time view of all outstanding invoices:

• Unpaid - Invoices awaiting payment
• Partial - Invoices with partial payment received
• Paid - Invoices paid in full
• Overdue - Invoices past their due date
• Total Outstanding - Sum of all unpaid amounts

Filter and sort invoices by status, customer, date, or amount to quickly find what you need.

Recording Payments

When you receive a payment, record it in DrillerDB to update the invoice status:

1. Open the invoice from your invoices list
2. Click "Record Payment"
3. Enter the payment amount, date, and method
4. Add any notes about the payment (check number, transaction ID, etc.)
5. Save to update the invoice

The invoice status automatically updates based on the payment amount. If the payment is less than the total, the invoice shows as "Partial" until the remaining balance is paid.

Partial Payments

DrillerDB fully supports partial payments and payment plans:

• Record multiple payments against a single invoice
• View payment history showing each transaction
• Track remaining balance automatically
• Apply down payments to reduce the amount due

Partial payments are common in construction and service industries, especially for large projects. DrillerDB makes it easy to track multiple payments without creating separate invoices.

Payment History

Each invoice maintains a complete payment history showing:

• Payment date and amount
• Payment method (check, ACH, credit card, cash)
• Reference numbers or transaction IDs
• User who recorded the payment
• Any notes or comments

This audit trail helps with reconciliation, dispute resolution, and financial reporting.

Payment Methods

Track payments received through various methods:

• Online Payments - Stripe credit card or ACH payments
• Checks - Manual check payments with check numbers
• Cash - Cash payments with receipt numbers
• Wire Transfer - Bank wire transfers
• ACH - Direct bank transfers

Each method can be tracked separately for accounting purposes.

Aging Reports

View accounts receivable aging to identify collection priorities:

• Current (0-30 days)
• 30-60 days overdue
• 60-90 days overdue
• 90+ days overdue

The aging report helps you focus collection efforts on the oldest unpaid invoices.

QuickBooks Sync

If you use QuickBooks Online integration, payment records automatically sync to your accounting system. This eliminates duplicate data entry and ensures your books stay accurate. Payments recorded in DrillerDB appear in QuickBooks with matching transaction dates, amounts, and customer records.

Payment Reminders

Set up automated payment reminders to encourage timely payment. DrillerDB can send reminder emails before the due date, on the due date, and at intervals after the invoice becomes overdue.