Payment ← Sales tab

Payment

What this page is for:
 One job’s contract balance, milestones, and ledger. Discounts are the Discount tab, not this tab.

Where: Job workspace → Sales → Payment
 /portal/estimates/estimate-job-detail?… (hash #payment)

Steps:

1. Strip: Outstanding Balance (or PAID IN FULL / Overpaid), Contract Price, Total Paid · N%, optional Adjustment, N payments received, N of M milestones remaining or Fully paid / Overpaid by …. Overdue badge if any.

2. Up next — {milestone} · $… → Send Link (QuickBooks) and Record Payment.

3. Payment Plan — N/M complete · $paid / $expected. Edit Plan. Columns: #, Milestone, Expected Method, Amount, Paid, Due, Status (Paid, Partial, Due Now, Overdue, Pending, Credit). Loading: Loading milestones... Invoice icon → Invoice PDF. Plus/refund icons on the row. Expand for linked payments (Edit / Delete).

4. Payment History — N transactions · $ total. Search..., Sync QB, Record Payment. Empty: No payment history yet. Statuses: Payment Requested, Payment Link Sent, Pending (Waiting to be received.), Received, Refunded. Link icon → Payment Link Detail.

Restricted sales may be add-only after close; Received is for Accounting / Managers / Admins (Only Accounting, Managers, and Admins can mark a payment as Received).

Record Payment

What this page is for:
 Log cash (or a requested/pending item) against milestones or as a general payment.

Where: Record Payment on Payment / Payments, or a milestone plus icon
 Dialog: Record Payment (edit: Edit Payment)

Steps:

1. Applies to: General payment (no milestone) and/or milestone checkboxes. Several: Select more than one milestone when the customer pays several plan entries together… Split: Split across N milestones…

2. Payment details: Amount (), Payment Date (), Method (*) (Select Method from Payment Options). Status: Pending, Payment Requested, Received. Note (Any notes about this payment…).

3. Footer: Amount to be recorded. Cancel or Record Payment.

Record Refund

What this page is for:
 Negative ledger so Total Paid and the milestone go down.

Where: Record Refund (when Total Paid > 0) or a credit milestone
 Dialog: Record Refund (edit: Edit Refund)

Steps:

1. Banner: Refunds are recorded as negative ledger entries… Max refundable: $…

2. Applies to: General refund (no milestone) or a milestone (Link this refund to a plan milestone, or leave as general.).

3. Refund of (optional): Any / unlinked refund or a received payment.

4. Refund details: Amount (), Refund Date (), Method (*), Note (Reason for refund…).

5. Amount to refund → Record Refund.

Edit Payment Plan

What this page is for:
 Split this job’s contract into milestones. Company defaults come from Admin Payment Plan; this edit is for this job (e.g. signed 62/38 vs 30/30/40).

Where: Payment → Edit Plan
 Dialog: Edit Payment Plan
 Copy: Break the contract total into milestones. Edit each row by amount ($) or percentage (%) — they stay in sync. Saving does not require the plan to add up to 100%.

Steps:

1. Columns: Milestone, Amount, Percent, Default Method. Name placeholder Milestone name.

2. If money is already in: Use amounts received or Apply paid / remaining split.

3. Paid rows: This milestone has recorded payments and can't be removed (admins can still remove).

4. Cancel / Save Changes.

Send Payment Link

What this page is for:
 Email a QuickBooks pay link. Cash hits the ledger when paid. Needs the quickbooks-online capability.

Where: Send Link / history send
 Dialog: Send Payment Link
 Copy: A secure QuickBooks payment link will be created and emailed to the customer. Recording the payment happens once the money is received.

Steps:

1. Payment Plan Milestone — Full outstanding balance or a milestone (The link is recorded against this milestone.).

2. Amount (Prefilled from the selected milestone's remaining balance…).

3. Payment Types Allowed: Bank Transfer (ACH), Credit Card.

4. Customer Name (Customer name on file), email (Leave blank to use the email on file), Cc / Bcc.

5. Cancel or send. Later: Payment Link Detail → QuickBooks Status → Refresh Status (Checking…).

Sync from QuickBooks

What this page is for:
 Pull this customer’s QB payments into Payment History. Same QuickBooks capability.

Where: Payment History → Sync QB
 Dialog: Sync from QuickBooks
 Loading: Loading from QuickBooks…

Steps:

1. No qb_customer_id: No QuickBooks customer is linked… Clicking Sync will look up this customer…

2. Rows: QB Payments Found, New / Update / Merge duplicate / Skipped / In sync. Empty: QuickBooks has no payments recorded for this customer. Banner: In sync with QuickBooks.

3. Sync N payments (Syncing…) or Close. Success: Synced with QuickBooks. Toast: In sync with QuickBooks. Fail: Failed to sync QuickBooks payments / Failed to load QuickBooks customer payments. Apply-to-invoice copy if a QB invoice is missing: Link a QuickBooks invoice on this estimate (QB → Manage link)…