How to Collect Payment on an Invoice Updated December 04, 2024 22:03

Once you save the payment, it will appear below the invoice total and you will see the payment amount removed from the invoice total. When your invoice is paid in full the invoice balance will be $0.00.

Clicking on the text for Payment will open a pop-up that shows the details.

Manually collect a partial payment

Partial payments can be recorded when manually collecting payment on an invoice. If your clients has a saved payment method, you can use it to collect them the partial amount– just make sure to change the amount first!

To collect a partial payment, from the Collect Payment screen, edit the amount field to be the payment amount.

When you save the payment, the payment will be deducted from the invoice's total to give you a new invoice balance that represents what the client still owes on this invoice. There can be many partial payments recorded against an invoice. 

The invoice status won't change to "Paid" until the invoice has been paid in full.

Close an invoice without a payment

Tip: For most workflows in Jobber you will want to be using the Collect Payment option rather than closing the invoice without a payment to ensure that the invoice balance is updated. However, if you do want to mark an invoice as paid but keep the balance open it is possible.

From the More Actions menu, click Close Invoice.

Selecting Close Invoice gives you three options to close this invoice With a Payment, as Bad Debt, or to close it Without a Payment. 

Click Without a Payment.

This option changes the invoice status to "Paid" but doesn't actually record a payment on this invoice. That means the invoice will say it's paid but will still have an outstanding balance. You might use this option if you were recording payments entirely outside of Jobber, but want to track awaiting payments in Jobber.

Selecting With a Payment will take you through the same payment recording flow as clicking Collect Payment. If you chose this option, you will be prompted to enter the payment details and the invoice balance will be updated accordingly.  

If you select Bad Debt, the invoice status is changed to show "Bad Debt", this deems it as uncollectible and removes the invoice from Awaiting Payment and Past Due lists. If an invoice has been partially paid, marking it as Bad Debt will only affect the remaining balance owed.

When clients pay online

If you have set your account up with an online payment method such as Jobber Payments, your invoices will automatically be marked as paid when a client makes a payment online through client hub. 

When an invoice is emailed or texted to your client, they will see the option to Pay Invoice.

Clicking the View Invoice button brings your client into client hub to view this invoice online. 

Along the right side of the page are payment options. Clients can choose to pay by credit card, by bank account (if your account is set up to accept bank payments (ACH)), or depending on their device Apple or Google Pay. To make a payment, clients can enter their payment details, then select Pay to submit their payment.

Note: When a bank account (ACH) is used for a payment or saved for future use, a $0.01 transaction (also known as a "penny test" or "penny drop") may be processed and refunded to verify the bank account.

Payments collected through client hub will automatically mark the invoice as "Paid" once the invoice balance is $0.00. The payment will be recorded in the client's billing history.

Accept partial payments in client hub

Individual invoices can set up to allow your client to make partial payments through client hub. To enable partial payments for a specific invoice, follow these steps:

1. Go to the invoice on Jobber.com.
2. Click Edit.
3. Scroll to Invoice Payment Settings below the invoice total.
4. Toggle Allow client to make partial payments for this invoice to ON.

Note: The default setting for all invoices is to accept payment in full. If you would like to collect partial payment on an invoice, it must be set up on that specific invoice. 

Saving a client's card for future use

Saving a client's card through Jobber Payments is a way to provide them a quick, cashless service where their card is ready to be charged (and you can be paid!) as soon as the service is completed. Saving a card on file is the first step to enabling automatic payments on a job, where your client can be invoiced and charged automatically. It also saves your clients time from having to re-enter their card details.

There are several ways to collect a client's card information:

• Manually 
  • If you already have their card information, you can enter and save the client's card as a payment method while paying an invoice, both online and through the app. 
• Through client hub
  • Your client can add their own cards to their Wallet so that their cards are ready to go once they have quotes or invoices to pay.
  • Send an email to request that clients save their own cards in Wallet.
  • Clients can choose to save their own card information for future use when making a payment. 
  • Cards can be saved automatically when paying a required deposit on the quote. 

Saved payment methods appear on the client's profile in the Payment Methods box underneath the Billing History Box.

Note: Due to SCA regulations in the UK, clients must save their own cards on file. This means that adding a card manually is not an option in the UK, however, clients can save their own card for future use through client hub. 

Learn more about Adding and Charging a Client's Card with Jobber Payments.

Automatic payments

Another option is to create the job using automatic payments with Jobber Payments. This feature (which is available on select plans) will generate an invoice automatically and then use the client's stored card to charge the invoice right away. Automatic payments are set up while creating or editing a recurring job.

Automatic payments are only available for recurring jobs, since these jobs typically have recurring payments over the duration of the job. Automatic payments can be enabled when in the invoicing section of the job creation or edit screen. By default, automatic payments are off. In order to turn them on the client will need to have a credit card already stored with Jobber Payments on their profile.

The automatic payments follow the billing frequency that you set up in the invoicing section. There are two kinds of billing in Jobber:

•  Per visit invoicing means that you will be charging the client for each visit. The line items that appear on each visit will be populated onto the invoice. This invoicing style works well if you offer different products and services on each visit, or if the client pays based on the number of times you visit them.
• Fixed price invoicing means that you will charge the same amount on each invoice. The line items that appear on the job (not visit) will be pulled onto the invoice. This invoicing style works well if a client pays a flat rate and it doesn't matter how many times you visit them.

Set up how often the client will be billed from the When do you want to invoice? drop down:

• Monthly on the last day of the month: This option will generate an invoice on the last day of the month. This means on the 30th or 31st (or 28th in February) an invoice will be created and the client's stored card will be charged. If the payment is successful, the client will receive an emailed receipt. The invoice will be created regardless of day of the week.
• After each visit is completed: Once a visit is marked completed, the invoice will be generated and the client's stored card will be charged. If the payment is successful, the client will receive an emailed receipt.
• As needed- no reminders: this option isn't compatible with automatic payments, if you select as needed automatic reminders will be toggled to off.
• Once the job is closed: Jobs are typically closed once the entire duration of the job has been completed. This option doesn't take visits into consideration, but the actual job being closed. Once you close the job the client's stored card will be charged. If the payment is successful, the client will receive an emailed receipt.
• Custom schedule: This one is up to you! If you'd prefer to invoice on a particular day, this is the option you will want to select.

To create a job that has automatic payments, users will need to have the same kind of permissions that would typically be needed to collect a payment. These permissions are: View and edit full client and property info (client and properties permission) + view and edit (job permission) + view and edit (invoice permission) + show pricing.

Note: If a user has permission to complete visits and the job is set up to be invoiced after each visit, they are still able to complete visits and have the invoice be automatically created and charged.

Learn more about Automatic Payments

Reporting

To view reports in Jobber, click Reports from the side navigation. 

To view a list of all the invoices created or issued within a specific date range filtered by status, check out the Invoices report.

To report on how much income you have accepted through payments in Jobber, open the Transactions list.

This report initially shows all payments and invoices in the set time range. To change the report to see just payments, click on 'Paid or Deposited' at the top. This will filter the report for just payments. At the top of the report, you can also select the date range you'd like the report to cover.

Jobber Payments reporting

When a Jobber Payments transaction is successful, you will be able to see it in the Jobber Payments reports. There are two reports that deal with Jobber Payments:

• Transactions report: This report shows all the transactions (payments, deposits, and refunds) you've processed using Jobber Payments as well as details like the fees associated with that transaction, last 4 card digits, card type, and total.
• Payouts report: This report breaks down each payout into your bank account. You can also see if funds are in transit using this report. Clicking into each payout shows the net amount, the collected amount, as well as fees.