Invoicing and Getting Paid
Use this page to bill a finished service job and record the customer's payments until it's paid.
Quick steps
- Open the finished (Completed) job and click Print, then Print / Save PDF. Give or email the bill to the customer.
- Click Mark as Invoiced in the Actions panel.
- When the customer pays, check the Payment Amount (it starts at the full balance due) and pick the Payment Method. For cash, pick the Cash Drawer (for cash) the money goes into.
- Add a Reference # if there is one (a cheque number, say), then click Record Payment.
- When payments cover the full total, the job becomes Paid by itself.
Common questions
Does Brother POS email the invoice? No. Print it or save it as a PDF and email it yourself.
The customer paid a deposit. Can I record part of it? Yes. Change Payment Amount to what they paid. The Balance Due goes down, and you can record the rest later.
Can a service job be paid at the register? No. Record the payment on the job's page in the admin.
It says "No open cash drawer session — open a till first". A cash payment has to go into an open drawer. Open one at the register, then record the payment again.
More detail: marking as invoiced and sending the bill
Once the work is done, a job is billed and paid in two steps: mark it invoiced, then record the payments as they come in.
Step 1: Mark as Invoiced
When a job is Completed, the Actions panel shows Mark as Invoiced. Click it once you've sent the customer their bill. The job moves to Invoiced.
To bill several finished jobs at once, tick them on the jobs list and use Mark as Invoiced from the bulk bar. See Bulk actions.
Sending the bill
Brother POS doesn't email the invoice for you. Click Print on the job, then Print / Save PDF — print it for the customer, or save it as a PDF and email it yourself. See Print.
Needs Invoicing on the jobs list and the admin home page counts completed jobs you haven't billed yet. Clear it at the end of each day or week.
More detail: recording payments, part payments and cash
Step 2: Record Payment
When the job is Invoiced, the Actions panel becomes a payment form:
| Field | What to enter |
|---|---|
| Payment Amount | Starts at the full balance due. Change it for a part payment. It can't be more than the balance due. |
| Payment Method | Cash, Check, E-Transfer, Credit Card or Other. |
| Cash Drawer (for cash) | Only shown while a drawer is open. For a cash payment, choose the register whose drawer the cash is going into. |
| Reference # | Optional — a cheque number or transfer confirmation. |
Click Record Payment. The message reads "Payment of $[amount] recorded."
Recording a payment writes down money you've already received. It doesn't charge a card or send anything to the customer.
Part payments
You can record as many payments as you need. Each one lowers the Balance Due shown in the Financial panel. When the payments add up to the full total, the job becomes Paid automatically.
For example, a $1,200 job: the customer pays a $500 deposit by e-transfer and the remaining $700 in cash on completion. After the first payment the balance due is $700 and the job is still Invoiced; after the second it is $0 and the job is Paid.
Cash payments
A cash payment is added to the chosen drawer's expected cash, so the drawer balances at close. On the drawer's session page it's part of the Other cash (tips, adjustments, counter payments) line. See Z-Reports.
A drawer must be open. If none is, you'll see "No open cash drawer session — open a till first" and nothing is recorded — open a drawer at the register and try again.
Payment History
Once a job has payments, a Payment History panel lists each one: the date, the amount, the method, the reference number and who recorded it.
Can Service Jobs Be Paid at the Register?
No. Service job payments are recorded on the job's page in the admin. The register doesn't have a way to look up a service job and ring it through.
More detail: troubleshooting
Troubleshooting
There's no payment form on the job. Payments can only be recorded once the job is Invoiced. Complete it and click Mark as Invoiced first.
"Payment exceeds balance due". The amount is more than what's still owed. Check the Balance Due in the Financial panel.
"No open cash drawer session — open a till first". Open a cash drawer at the register, then record the cash payment again.