Before you start
- The invoice has been sent (status open or past due).
What you'll do
Online payments record themselves. Anything the customer hands you in person is recorded here so the invoice closes, the customer's balance is right, reminders stop, and the payment syncs to QuickBooks.
Do this
- 1
Open the invoice and press Collect Payment
Financial Management → Invoicing → click the invoice. Collect Payment is the dark button at the bottom right of a sent invoice.
- 2
Choose the method
Cash (paid on site), Check (enter the check number so reconciliation is easy), or Stripe Terminal (run the card-present charge in Stripe Terminal first, then paste the succeeded PaymentIntent ID; Stripe's amount is the source of truth).
- 3
Apply cash discount (optional)
If your business offers a cash discount (Settings → Billing), tick Apply cash discount to settle the invoice in full at the discounted amount. The discount is recorded on the invoice and syncs to QuickBooks as a discount line.
- 4
Amount, reference, note
Amount defaults to the remaining balance; enter less for a partial payment and the invoice becomes Partially paid. Receipt or drawer reference and Internal note are optional and appear in the payment history.
- 5
Record In-Person Payment
The invoice shows Paid in full (or the new remaining balance), the status becomes Paid Externally, and the Payment History table lists date, method, details, amount, tip, total, and a receipt button to email the customer.
Where else payments come from
Customers paying from the link or portal, autopay charges on the due date, and Pay all outstanding in the portal all post automatically with method Card, ACH, or Wallet. A customer credit applied to an invoice and a write-off also reduce the balance but are not payments; see the credits and write-offs article.
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Include your business name, account email, what you were trying to do, what happened instead, and a screenshot if possible. For billing, sync, or login issues, include the exact error message if shown.