Table of Contents
Overview
So you've been paid for your work. Congrats! Now we have to enter that payment in Jobber to balance your client's billing history.
This article covers three ways for an invoice to move into "Paid" status. These are:
- Collecting payment on the invoice manually- this is how you'd record a payment if a client paid outside of Jobber (such as with cash, check, etc) or if you are charging a card through Jobber Payments.
- Clients making payments online- when a client pays online through client hub, the payment is automatically applied to the invoice and the invoice is marked as "Paid".
- Through automatic payments- this will generate an invoice automatically and then use the client's stored card to charge the invoice right away.
Payments can also be collected while out in the field through the Jobber App. Payment records can be created or cards can be charged by entering their details manually or using the Jobber Card Reader. This article covers collecting payments using Jobber Online. Learn more about Jobber Payments in the Jobber App or How to Collect Payment in the Jobber App.
Collect payment button on an invoice
Regardless of payment method, the first step will be to navigate to the invoice that the payment is for. Payments cannot be recorded on draft invoices, so the invoice will need to be either marked as sent (More Actions > Mark as Sent) or sent to the client by email or text. Once the invoice is sent, it will be in either awaiting payment or past due status based on when the due date is. When a payment is collected on the invoice and the balance is paid in full, the invoice status will change to "Paid".
Beside the More Actions button in the top right, you will see a button for Collect Payment. Click Collect Payment.
When you click, Collect Payment a pop-up will appear that will prompt you to enter:
- payment method
- Jobber Payments
- cash
- check
- credit card
- bank transfer
- money order
- other
- payment amount
- transaction date
- specific details depending on payment method (for example, check number)
- details (this can be any notes you want to remember about this payment)
Note
For payment methods, choosing "Credit card" from under the Jobber Payments heading will charge the client's card, whereas the "Credit card" option from under the Payment Record heading will make a record that you have collected a payment via credit card outside of Jobber. The credit card method is a good option if you are using a credit card provider that does not integrate with Jobber, but you still need to track that the client has paid and update the client's balance in Jobber.
If you are charging a client's card with Jobber Payments, you will see fields to either enter their card details or select from the cards they've saved on file. Adding and Charging a Client's Card with Jobber Payments
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.
Partial payments
Partial payments can be recorded when manually collecting payment on an invoice. Clients will not see an option to make a partial payment in client hub, only to pay the full invoice balance. However if you have a client's card stored on file, you can charge 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 amount that your client has paid.
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 View Invoice.
Clicking the View Invoice button brings your client into client hub to view this invoice online.
To make a payment, they can click Pay Invoice. Your client will first be given a choice of how they want to pay with options for paying either with Google Pay or Apple Pay (depending on the device your client is using to view the invoice). To enter their credit card details manually, your client can click Pay with Credit Card.
Payments collected through the client hub will automatically mark the invoice as "Paid" and record a payment in the client's billing history. Clients will only have the option to pay the full invoice balance online. In order to charge a partial payment, you will need to collect the payment on the invoice in Jobber.
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.