What good looks like
A payment with the correct amount, method, date, reference, application, receipt, and remaining balance.
Have these details ready
- The correct customer and invoice
- Amount the customer intends to pay
- Approved payment method and authorization
Run the workflow
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Verify the account
Confirm customer, invoice number, original amount, open balance, credits, and prior payments before collecting.
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Choose the method
Use the supported card/payment flow or select the correct manual method for cash, check, ACH, or external payment. Never place card details in notes.
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Enter transaction facts
Record amount, received date, reference/check number, processor context, and memo. Distinguish a deposit or unapplied payment when applicable.
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Apply the payment
Allocate it to the intended invoice and review the resulting invoice and customer balance. Do not force an overpayment into the wrong invoice.
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Issue and verify receipt
Send or provide the receipt through the supported channel, then confirm payment history, status, and remaining balance.
Check your work
Do not call the workflow complete until these statements are true.
- Payment appears once in history
- Applied amount and invoice balance reconcile
- The customer received a receipt when required
If something does not look right
A card attempt fails
Do not submit repeatedly. Read the processor result, verify customer details, and use the approved retry or alternate method.
The customer overpays
Record according to policy as unapplied balance or credit; do not quietly apply it to unrelated work.