Record payments, deposits, and customer credit
Published 2026-09-30 · Updated 2026-09-30
Record money already received, track held deposits, and issue or apply explicit credit without confusing those records with a card charge.
Before you start.
- Sign in as Owner or Dispatcher and identify the customer and invoice.
- Have the amount, method, date, and reference for money actually received.
Steps.
Record the payment received
Take me there →Open the invoice and choose Record payment. Enter the amount, method, date, and reference. Review invoice allocation and any offered overpayment-as-credit choice. Save and verify payment history and balance.
Keep security deposits separate
Take me there →Open the customer’s Deposits tab to Record Deposit and check held versus past deposits. Use the deposit’s menu for an authorized Refund or Forfeit supported by the real transaction.
To apply a held deposit, open the customer’s eligible invoice with a remaining balance. In its security deposit held banner, choose Apply with the displayed amount. Review the Apply security deposit confirmation and choose Apply deposit. This increases the amount paid and cannot be reversed. Verify the deposit’s applied status and reduced invoice balance.
A deposit held is not an invoice payment. Review QuickBooks bookkeeping separately after applying or forfeiting a deposit; the local status does not establish a matching QuickBooks entry.
Correct customer debt explicitly
Use Issue credit memo on an eligible finalized invoice. Review line descriptions, amounts, and whether to Apply immediately to invoice. Credit above the current balance remains available customer credit. Verify the credit and invoice balance.
warning
Record payment records received money; it does not itself charge a card. A recorded refund status or credit memo does not prove money was returned through a bank or payment provider. Check the actual transaction separately.
Common problems and recovery.
A return or cancellation did not refund the customer.
Physical return and cancellation do not move money automatically. Review held deposits, payment history, credit, and the agreed resolution.
Apply deposit is unavailable or refused.
Check that the invoice is eligible for payments and the deposit is still held. The full deposit must not exceed the remaining invoice balance. Read the displayed reason before choosing another resolution; do not record a second payment for the same money.
The invoice balance is wrong after payment.
Check allocation, deposits applied, customer credit, and duplicate records before adding another payment. Reconcile the real receipt with the billing owner.
Continue in EquipFlow.
Open the product to do the work, or contact support if the saved information does not match what this article describes.
Last reviewed 2026-09-30 against EquipFlow product commit c0ec0c7b7.