💳 Billing & Payments

Invoice the customer, collect online or in person, and keep every dollar reconciled on the Billing & Payments tab. It always shows exactly what's owed, what's been paid, and what's on its way — and each action keeps your books and QuickBooks in sync.

Job #1231 · Billing & Payments

Reading the Payment Summary

The Payment Summary card sits at the top of the tab and rolls everything up in one place. A status badge on the right tells you where the job stands at a glance, and the Billing Breakdown shows exactly how the total was built — line by line, so you and the customer see the same math.

The Billing Breakdown, line by line

• Original Estimate — the total of every approved estimate on the job. Approving an estimate is what moves its value into billing, so the breakdown only ever reflects work the customer has signed off on.
• Change Orders — approved change orders add on top, with a count shown (e.g. Change Orders (2)) so added scope is always visible and itemized.
• FieldFuze Platform Fee — a small percentage on the subtotal (shown right in the row, e.g. 2.9%). This is the flat, transparent fee that powers card and bank payments, PDFs, receipts, and QuickBooks sync.
• Total Amount — estimate + change orders + platform fee. This is the customer's grand total.
• Total Paid — the sum of every recorded and collected payment, shown in green and subtracted from the total automatically.
• Balance Due — what's left to collect, updated the instant any payment lands. When it reaches zero the job flips to fully paid on its own.

Status at a glance

• Partial — a job paid in part shows a partial badge so deposits and progress payments are obvious across your job list.
• Processing — when a bank/ACH payment is clearing, its amount appears in amber as ~ Processing, so you can see money on the way before it fully settles.
• Payments count — a running tally of how many payments have been recorded on the job, right next to the totals.

Record a cash or check payment

Collected in person? Log it against the balance in seconds and it flows straight into your books and QuickBooks.

Record Payment

Log the payment

1. Click Record Cash/Check Payment and enter the Amount.
2. Pick Cash 💵 or Check 📝. For a check, add the Check Number and Check Date — FieldFuze keeps these on the ledger entry and even watches for a duplicate check number so the same check is never recorded twice.
3. Optionally set a Deposit Date — the day the money actually reaches your bank. This becomes the transaction date in QuickBooks so your entry matches your bank statement. Leave it blank if you don't know it yet and add it later.
4. Add optional Notes (e.g. "paid at final walkthrough") for a clear paper trail.
5. Click Record Payment. The balance and status update instantly, and a receipt is ready to send to the customer.

Create a payment request (invoice / pay link)

Click Create Payment Request to send the customer a professional invoice and a one-tap way to pay online. You choose the amount, optionally attach photos, and pick how it goes out.

Choose the amount

1. Full/Remaining Balance — request everything that's still owed. Great for the final invoice.
2. Percentage Deposit — collect a share up front (defaults to 50%, set any percent). Perfect for "half now, half on completion."
3. Fixed Amount — type an exact dollar figure for milestone or progress billing.

Attach job photos (optional)

1. Toggle Include Photos in PDF to embed job photos in the invoice — a powerful way to show the finished work alongside the ask.
2. Tap Choose Photos to hand-pick exactly which shots to include (all are selected by default), with a running "X of Y selected" count.

Send it your way

1. Card Link — generate a secure card checkout link, copied to your clipboard (or shared on mobile) to drop into any message.
2. ACH Link — the same, for a lower-cost bank transfer the customer can choose.
3. Email Invoice — email a branded invoice PDF with the pay button built in; confirm the address, add CC recipients, and set due terms right in the send window.
4. Text Invoice — text the invoice link straight to the customer's phone once SMS is connected, using your saved invoice message template.
5. Charge Card — key a card in on the spot to charge it immediately, ideal for over-the-phone payments.

How the customer's total is calculated

The customer pays your quoted amount plus a small, fully-disclosed platform fee, and then chooses how to pay. FieldFuze shows both options side by side so they can pick the cheaper route:

• Bank transfer (ACH) — the low-cost option: a 0.8% processing fee capped at just $5.00. Present this as the customer's savvy choice.
• Card — the fast, familiar option at standard card processing (2.9% + $0.30), for customers who'd rather tap a card.
• Customer saves — the invoice highlights how much the customer saves by paying with ACH, nudging them to the lower-cost method automatically.

Recurring billing

For maintenance plans, retainers, rentals, or anything you bill on repeat, flip on Recurring Billing at the top of the tab. FieldFuze then invoices the customer on schedule for you, and shows an ACTIVE or PAUSED badge so the status is always clear.

Job · Billing & Payments · Recurring Billing

Set up a schedule

1. Billing Amount — bill the job's current estimate total (it follows the estimate automatically), or a Fixed amount you type in. FieldFuze shows exactly what the customer will be invoiced, including the processing fee, right below your choice.
2. Frequency — Weekly, Every 2 Weeks, Monthly, Quarterly, or Annually.
3. First Invoice — the date the first invoice goes out; pick it from the calendar.
4. End Date — set a stop date, or leave it None – Ongoing to run indefinitely. Once active, the card also shows the Next Invoice date so you always know what's coming.
5. Save Settings. Then use Pause Billing to hold sends (and Resume Billing to pick right back up), or Cancel Billing when the agreement wraps.

Issue a refund

Need to send money back — an overpayment, a courtesy credit, a partial refund? Use Refund Customer to record it so your ledger and QuickBooks stay perfectly in sync.

Record the refund

1. Open Refund Customer. The dialog shows Total paid and Total invoiced up top, and flags any overpayment so the right figure is obvious.
2. Enter the Refund amount (up to the total paid), pick a Refund method — Cash, Check, ACH / Bank Transfer, Credit Card, or Other — and set the Refund date.
3. Add a Reason (e.g. "Customer overpayment") and optional Notes (e.g. "Check #4523 mailed 5/21").
4. Click Issue Refund. FieldFuze logs the refund and posts a matching RefundReceipt to QuickBooks once it's connected — your books reconcile themselves.

Reverse a payment

If a recorded payment needs to be backed out — a bounced check is the classic case — open the payment and choose Reverse Payment, add a reason, and confirm. FieldFuze restores the balance due and, once QuickBooks is connected, creates a credit memo and voids the original payment there too, so the invoice balance is restored on both sides.