Manual Payment Recording

Record payments you've received from clients by cash, check, or other methods. Mark invoices as paid without requiring online payment processing.

Record a Payment

When a client pays you directly (cash, check, or other means), you can record the payment on the invoice so your records stay up to date.

  1. Open the Invoice

    Navigate to the invoice you want to record a payment for.

  2. Go to Payments

    Tap the Payments button to open the payments screen.

  3. Select the Payment Tab

    Tap the Payment tab at the top of the screen. If the invoice has already been sent, this tab is selected by default.

  4. Enter the Amount

    Type the payment amount received from the client. The field shows the remaining balance by default.

  5. Choose the Payment Type

    Select how the client paid: Cash, Check, EFT, or Other. See Payment Types below.

  6. Add Payment

    Tap Add Payment. A confirmation dialog will show the amount and payment type. Tap Confirm to record the payment.

Note: Recording a payment freezes the invoice, preventing further edits to items and prices. This ensures the invoice amount matches what was paid.

Payment Types

When recording a payment, select the method the client used to pay. This helps you track how payments are received across your business.

💵

Cash

Record a cash payment received from the client in person.

📋

Check

Record a payment received by check.

🏦

EFT

Record a payment received by electronic funds transfer — a bank transfer, an e-transfer, or a direct deposit.

💰

Other

Everything else, one tap further in: Credit Card (processed through Stripe, and requires Stripe to be linked in your payment settings), Venmo, Zelle, Debit, and Tap to Pay where available.

Tip: Cash, Check, EFT and most options under Other are manual records — they mark the invoice as paid in GetCost but do not process an actual transaction. Credit Card processes a real charge through Stripe.

Refunds

If you need to refund a client, use the Refund tab on the payments screen.

  1. Open the Payments Screen

    Navigate to the invoice and tap Payments.

  2. Select the Refund Tab

    Tap the Refund tab at the top of the screen.

  3. Enter the Refund Amount

    Type the amount to refund. The amount cannot exceed what the client has already paid.

  4. Choose the Refund Type

    Select how you are refunding: Cash, Check, EFT, Debit, Credit Card (Stripe), or PayPal.

  5. Apply Refund

    Tap Apply Refund and confirm to record it.

Important: Refunding a Credit Card or PayPal payment processes a real refund through the payment provider. Transaction fees from the original payment are typically not refunded by the provider.

Payment History

The bottom of the payments screen displays a history of all payments and refunds recorded for the invoice. This includes:

What You'll See

  • Payment amount and type (cash, check, credit card, etc.)
  • Date the payment was recorded
  • Total paid and remaining balance

Tap any payment in the history to view its details.

Note: Payment history is visible on the Payment and Refund tabs. It is not shown on the Deposit tab.

Sending a Receipt

After recording a payment, you can send a receipt to the client at any time. This is useful if you skipped sending the receipt when the payment was first recorded, or if the client needs another copy.

  1. Open the Invoice

    Navigate to the invoice that has a payment recorded.

  2. Go to Payments

    Tap the Payments button to open the payments screen.

  3. Select the Payment

    In the payment history at the bottom, tap the payment you want to send a receipt for.

  4. Send Receipt

    Tap More, then select Send Receipt. A dialog opens where you can send the receipt by email or SMS.

Tip: You can resend a receipt as many times as needed. The client receives an email or text with a link to view the invoice and its payment details.