When to add payment for project?

When a Payment is made toward a Project’s Invoice, it should be recorded in Contractor Foreman to ensure your financial records remain accurate and up to date.

Payments can be added using the Post Payment feature. This allows you to document how and when the customer paid, link the payment to the correct invoice, and update the project’s outstanding balance automatically.

When You Should Add a Payment

You should add a payment whenever money is received from a client for work completed under a project. Common examples include:

• After sending an invoice and receiving a full or partial payment.

• When a customer pays a deposit or progress payment on a milestone-based project.

• Once a change order has been billed and paid separately.

• When closing out a project and collecting the final balance.

By entering the payment right away, you maintain accurate financial reporting, prevent duplicate charges, and ensure your Accounts Receivable records reflect the true outstanding amount.

Where to Add a Payment

You can add a payment from either:

1. The Invoice module – open the specific invoice and use the Post Payment button to apply funds directly.

2. The Payments module – go to Menu → Payments, then select Add Payment to record new payments and link them to one or more invoices.

Both options automatically update the related project’s financial summary.

Tips for Recording Payments

• Always confirm that the payment method (cash, check, credit card, EFT, etc.) is correctly selected.

• Include reference details such as check numbers or transaction IDs for traceability.

• If a client makes a partial payment, make sure to record the exact amount received so the remaining balance stays visible on the invoice.

• You can attach any supporting files (e.g., payment receipts or bank confirmations) for documentation.