Payment collections

Enable the Payment Collections add-on and assign collection, review and cash-counting permissions. This records money received; reviewers still check the bank account or count the cash. Administrators choose accepted methods and proof requirements in Settings → Payment collections.

Record a payment

1. Open My workspace → My collections on the web or Work → Collections on mobile, then Record payment. To link it to a visit, start from the visit's Payments collected panel.
2. Choose a customer you can access and enter the amount and payment method.
3. Enter the transaction reference for bank, card or wallet payments.
4. Check the collection date and time; it cannot be in the future.
5. Add receipt photos or PDFs, up to five attachments, and any notes. Choose Record payment.

Cash shows Cash to hand over. Bank and digital payments show Awaiting confirmation until a reviewer checks that the money arrived.

Review and correct

Reviewers open Collections → Payments and compare the amount, reference and proof with their bank or payment provider. Choose Confirm payment when it matches, or Flag a problem with an explanation. Nobody can confirm or flag their own payment.

For Needs attention, the collector can add clearer proof and choose Send again with a description of the correction. Amounts and references cannot be edited. An authorized person must void an incorrect payment with a reason; the collector can then use Record corrected payment. Each voided payment can be replaced once and no longer counts as collected.

Hand over and count cash

Collectors choose Hand over cash, select the payments being handed over and confirm. The receiver opens Collections → Cash handovers, checks the expected amount and chooses Count and receive. Nobody can receive their own handover.

A matching count confirms the handover and all its payments. A difference requires a reason, shows Count differs and leaves payments open. Resolve the difference and use Count again. A handover awaiting counting can be cancelled with a reason so its payments can be handed over again; confirmed handovers cannot be cancelled. Payments in an uncounted handover cannot be changed or voided.

Offline work and reporting

Open Collections online to download customers and payment methods. Mobile saves new payments and their photos offline and sends them when connected. Review Waiting to send and Needs attention records before treating them as received by the server. Handovers, resubmissions and adding proof later need a connection.

Authorized users can export the visible payments as CSV with current filters. Targets count confirmed payments using the collection date, so later confirmation may update an earlier period.