Record payments and set up recurring billing

Not every payment comes through an online link. Record the ones you take in person so balances, reminders and reports stay right.

Record a payment on an invoice

1. Open the invoice and click Record payment.
2. Check the Amount — it starts at the balance due — and choose the Method: card, ACH (bank transfer), cash, check or other.
3. Set the Received on date and add a Reference, such as the check number. Add the Tip, if there was one.
4. Click Record payment. The invoice updates to Part paid or Paid.

You can also go to Payments, click Record payment, choose the customer and pick which invoice to apply it to — or Unapplied — hold on account if it isn't for a particular invoice yet.

Set up recurring billing

For maintenance plans and regular service, Recoatly can create an invoice on a schedule.

1. Go to Payments and open the Recurring plans tab.
2. Click New plan, choose the customer and give the plan a name.
3. Choose how often it Bills — weekly, every two weeks, monthly, quarterly, twice a year or annually — and the date of the first invoice.
4. Choose the Service from your price book.
5. Tick Send each invoice automatically to email each invoice as it's created, or leave it unticked to get each one as a draft you check and send.
6. Click Create plan.

Good to know

• When you record a card or ACH payment, Recoatly estimates the processing fee — 2.9% plus 30¢ for card, and 0.8% up to $5 for ACH — so your net figures stay realistic. Cash and checks have no fee.
• Tips are tracked separately and don't count toward the invoice balance.
• Click Run now next to a plan to create its next invoice straight away.
• The Payments page totals what you've collected, tips, processing fees and refunds, with a breakdown by method.
• Recurring plans create invoices only while your subscription is active.