There are many payment options when processing customer transactions. Whenever a payment is made outside of Stripe, it will need to be reconciled manually in your system. This includes cash transactions, cheques, and e-transfers as well as any debit or credit charges processed in-person using an external card reader. In this guide we will take a closer look at how manual invoice payments are processed.

All invoice payments are processed from an invoice's information page. This means that, to reconcile a manual payment, you must first locate the invoice on your account. Use the search bar at the top of any page in BusyPaws to search by invoice number or client name.

You can also find invoices on the associated client's profile page and the booking info page for any booking included on the invoice. In either case, select the "Invoices" tab to see a list of all relevant invoices.

Whether in your search results or on a client's/booking's page, select any listed invoice to open its information page.

Invoices with draft, unpaid, or partially paid status can have payments processed on them. When taking payments outside of Stripe, you will need to reconcile those payments manually within BusyPaws. Additionally, if you have Stripe configured and the client has credit card information stored on their profile, you can process Stripe payments on their invoices manually. Note that it is generally recommended to configure automatic invoicing and payment as this can significantly reduce the administrative workload for your team.

When you are ready to process a manual payment on an invoice, select the "Process Payment" button at the top of the invoice's information page.

That will open the "Process Payment" pop-up, with options you can use to put the payment through.

It is important to keep in mind when choosing a Payment Type for manually processed payments that this selection is for record-keeping purposes only and will not result in any transfer of funds. The main purpose of this function is to reconcile payments already taken outside of BusyPaws. The only two exceptions to this rule are when users are applying available cash credits to the invoice, or when "Credit" is chosen and the user selects a credit card stored on the client's account.

After selecting the payment type, use the "Reference/Note" field to add any relevant information about the payment. This can include anything from a transaction number to the name of the user that processed the payment, or more details about the type of payment if "Other" was selected.

When you're ready, click the "Process Payment" button to add the payment to the invoice.

By default, the "Amount" field is set to the total remaining on the invoice. Should you wish to process a partial payment however, you can enter a lower value or use the up/down arrows to adjust the amount by increments of 0.01.

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When a partial payment is processed, the invoice is switched to Partially Paid status. This indicates that there is a remaining balance to be paid.

The amount paid will be listed in green beneath the invoice total along with the remaining balance. Further payments (whether made through Stripe or via manual payment processing) default to the remaining total.

If an invoice has multiple partial payments associated with it, each of those payments will be listed with the processing date, payment type, and charge, in addition to whether or not the payment went through Stripe. Select the "Show Payments" menu option for any invoice to view this information.

When Stripe is set up on your account, you will have the option to put Stripe payments through manually. If one or more cards are available on the client's profile, setting the Payment Type to "Credit" and ensuring the "Process Via Stripe" toggle is turned on (purple) will populate a stored card section in the Process Payment pop-up. This section will include all of the cards currently stored on the client's profile in addition to a "New Card" option that can be used to easily add a new card .

Select an existing stored card or add a new one, then click the "Process Payment" button. This will put a Stripe payment through on the chosen card and automatically reconcile that payment with the invoice. When the payment has gone through, a message will appear in green at the top of the invoice page indicating that the stored card was charged successfully.

To enter an external (i.e. non-Stripe) credit card payment for a client, turn the "Process via Stripe" toggle off (grey), double check the charge amount, enter any notes into the "Reference/Note" field, then select "Process Payment". Note that selecting "Do Not Charge" means that the client's card will not automatically be charged. Use this option only to reconcile invoice payments already made using an external (i.e. non-Stripe) card reader.

For more information on how clients can add stored cards to their profile, check out the Stored Cards section of our guide on Stripe Payments.

Manually reconciled (i.e. non-Stripe) payments can not only be refunded, but may also be undone if need be. Use this function to make corrections to a payment if ever you accidentally add the wrong payment type or amount. Note that this function is available only for non-Stripe payments as it does not result in any physical reimbursement of funds. Payments that are undone are removed from the invoice altogether, switching the invoice back to unpaid status, not refunded. Undone payments will not be listed as a refunded amount.

When a non-Stripe payment has been processed on an invoice, an "Undo Payment" button will be present beside the "Refund" button at the top of that invoice's information page. To remove the manual payment from the invoice, click "Undo Payment".

A small pop-up will appear asking you to confirm your selection. Click the "Continue" button to remove the payment or select "Cancel" to go back.

Selecting "Continue" will remove the payment from the invoice, switching its status back to unpaid or partially paid.

You can also remove specific non-Stripe payments from an invoice by selecting "Show Payments" in the "Actions" button menu.

Then clicking the trash can icon next to any payment. Note that this icon will be present for non-Stripe payments only, as Stripe payments can only be refunded, not undone.

In the pop-up, select "Continue" to confirm your selection or "Cancel" to go back.

If you would like to know more about invoicing and payments, check out one of our many help guides on this topic:

If your business is processing a lot of payments in person using an external card reader, you may find it helpful to set up a Stripe Point-of-Sale card reader. For more information on purchasing and configuring a PoS, check out the following help guides: