Recording Payments and Payment History

Every payment your business receives needs to be tracked accurately. BuilderMate lets you record payments against invoices — whether they come in as checks, wire transfers, cash, or credit cards — and keeps a complete history so you always know exactly where things stand.

Who Can Access This

• Admin and Team Member — Full access to record, edit, and delete payments.

Recording a Manual Payment

1. Navigate to the invoice you want to record a payment against (via Invoices in the sidebar or from the project's Billing tab).

2. Open the invoice detail.

3. Click "Record Payment".

4. Fill in the payment fields:

   • Amount — The payment amount. This can be a partial amount if the client isn't paying in full.
   • Payment Date — When the payment was received.
   • Payment Method — Choose from:
     • Check
     • Credit Card
     • Wire Transfer
     • Cash
     • Other
   • Reference Number (optional) — A check number, transaction ID, or any reference for your records.
   • Notes (optional) — Any additional context about this payment.
   • Attachments (optional) — Upload up to 2 files (e.g., a photo of a check, a bank confirmation).

5. Click Save.

The payment is recorded immediately and the invoice status updates automatically.

Partial Payments

Clients don't always pay everything at once — and that's fine. BuilderMate handles partial payments smoothly:

• You can record multiple payments against a single invoice.
• The invoice status updates automatically as payments come in:
  • Unpaid → First partial payment → Partial
  • Partial → Remaining balance paid → Paid
• The invoice always shows the remaining balance so you know exactly what's still owed.

Pro Tip: When a client sends a deposit or progress payment, record it right away — even if it's a small amount. This keeps your outstanding balances accurate and helps you spot collection issues early.

Viewing Payment History

Every invoice maintains a complete payment history. From the invoice detail page, you can see:

• All payments listed with their dates, amounts, and payment methods
• Attachments uploaded with each payment
• Running balance showing what's been paid versus what's outstanding

Editing a Payment

Made a mistake? Click the edit icon next to any payment to modify the details — amount, date, method, reference number, notes, or attachments.

Deleting a Payment

Need to remove a payment entirely? Click the delete icon next to the payment. The invoice status will automatically recalculate based on the remaining payments. For example, if you delete the only payment on an invoice, the status reverts to Unpaid.

Good to Know: Be careful when deleting payments — this action removes the record permanently. If you just need to correct an amount, editing the payment is usually the better option.

Online Payments via Stripe

If you've set up Stripe integration, payments received online are handled differently:

• Automatic recording — When a client pays through the Client Hub, the payment is automatically recorded on the invoice. No manual entry needed.
• Payment details captured — BuilderMate shows the Stripe payment status, payment method (card or ACH bank transfer), and date.
• There's nothing extra you need to do — it just works.

Tracking Payments Across Projects

Want a bigger-picture view of where your money stands? Each project's Summary tab shows:

• Total Invoiced — Everything you've billed on the project
• Total Paid — Everything collected
• Receivable — What's still outstanding
• Balance — Current project balance
• Profit — Revenue minus expenses

This gives you an at-a-glance financial health check for every job.

Related Articles

• Creating and Sending Invoices
• Setting Up Online Payments with Stripe