Sometimes a client pays you offline (cash, check, e-transfer) and you want that payment reflected on their invoice. You can log a manual payment on any invoice in Dubsado, edit it later, or delete it if you made a mistake.
Overview of manual payments
A manual payment is any payment you record on an invoice yourself, for money your client paid you outside Dubsado. Logging it keeps your invoice and your records accurate, even though the transaction didn't happen through Dubsado.
You log and manage manual payments from the Transactions tab of any invoice.
Clients who pay through their invoice in Dubsado have their transactions logged automatically. Manual payments are for everything else: cash, check, e-transfer, or a card payment your client made outside Dubsado.
Logging a manual payment
You can log a payment from any invoice. Open the invoice from the Invoicing page, or from the Invoicing tab on a project. The invoice opens with your line items on one side and a details column on the other; the details column includes the Transactions tab.
Open the invoice from the Invoicing page, or open the project, click the Invoicing tab, then open the invoice.
Click the Transactions tab in the details column.
Click Payment in the header of the Transaction history section. If the invoice has no transactions yet, click + Log a payment in the empty state instead.
Set the Date the payment was received in the Log payment dialog that opens.
Select the Payment method: Cash, Check, Credit, E-transfer, PayPal, Stripe, Square, Authorize.net, or Other
Enter the Amount received. To apply the full remaining balance, click the Add max amount icon button next to the amount field (optional). The field fills in with the remaining balance, and the button at the bottom of the dialog changes to Mark invoice as paid.
Add a Description (optional). Use this for your own records, such as a check number or what the payment covers.
Click Log Payment (or Mark invoice as paid if you used Add max amount).
Once you log a payment, the amount is deducted from the invoice's remaining balance and the invoice status updates automatically. If the payment covers the full balance, the invoice moves to the Paid status.
The Payment and + Log a payment buttons are disabled while you have unsaved line item edits. Save your line items first, then log the payment.
Editing or deleting a manual payment
After you log a manual payment, it appears in the Transaction history under the Transactions tab with its date, method, amount, and description. You can edit a manual payment by clicking its row, or delete it from the options menu next to the transaction.
Editing a manual payment
Click the transaction row you want to edit in the Transactions tab. This opens the Edit transaction dialog, the same dialog you used to log the payment.
Update the Date, Payment method, Amount, or Description as needed.
Click Save.
Deleting a manual payment
Click the options menu (⋯) next to the payment in the Transactions tab.
Click Delete.
Click Delete in the Delete transaction? confirmation dialog to confirm.
Payments processed through Dubsado Payments can't be edited or deleted. Clicking the row or the options menu won't open an edit dialog, and the delete option is disabled there. To recover funds from a Dubsado Payments transaction, use Refund in the options menu instead. See Allow contacts to repay to learn more.
Viewing manual payments across invoices
Manual payments also appear in the master Transactions list, alongside automated payments and other transaction types.
Go to Invoicing ➔ Transactions to see every transaction across all your invoices.
The Method column shows how each payment was made, matching whatever you selected in the Log payment dialog.
To filter or search transactions across all your invoices, see View how contacts have paid.
FAQ
Why can't I edit or delete a payment in the Transactions tab?
Payments processed through Dubsado Payments are locked to protect your accounting and compliance records. Only manually logged payments can be edited or deleted. For Dubsado Payments transactions, you can issue a refund instead.
What happens to autopay if I edit a manual payment?
Nothing changes. Editing, adding, or deleting a manual payment does not cancel autopay, and your client's autopay enrollment continues uninterrupted.
Can I log a payment that's larger than the invoice balance?
No. The amount can't exceed the remaining balance. Click Add max amount to fill in exactly what's owed.
Why doesn't the Transactions tab show up on my invoice?
The Transactions tab is always available in the invoice's details column, next to the Payment plan tab. If the invoice has no transactions yet, the tab shows an empty state with a + Log a payment button.
Can I delete an invoice after logging a manual payment?
No, invoices with transactions can't be deleted. To remove a manual payment so you can delete the invoice, delete the payment first. If you don't want to collect on an invoice that already has payments, close the invoice instead.
What does the "Credit" payment method mean?
Use Credit to record a card-style payment you received outside Dubsado, for example a payment your client made directly through their bank or another processor. Payments your clients make through Dubsado Payments are also categorized as Credit on the Transactions page.
Are my clients' credit cards saved in Dubsado?
No. Dubsado does not store your clients' full credit card numbers.