If you are not connected to our integrated payment processor in Facility, or you collect payment from a client outside of Time To Pet Facility (via cash, check, or another form of payment), you will need to manually log the payments you receive from outside of Time To Pet to mark invoices as paid. In this article, we'll show you how to do just that!
Check out this video from our Customer Experience Team on Logging And Applying A Payment To An Invoice Processed Outside Of Time To Pet Facility!
To add a manual payment, open the Edit Invoice screen for the invoice you would like to mark as Paid and click the Add Payment button in the lower left-hand corner of the screen:
After clicking Add Payment, you will see one of two windows. If the client has an existing open payment or credit on their account, you'll be prompted to apply the existing payment first. If you choose to apply the existing payment, you will first go through the steps of applying it and, if anything is left over, you will then be taken to the New Payment screen. If you don't want to apply the existing payment, click Continue To New Payment to go to the next step:
Note: You can read more about open payments and credits in our help doc Understanding Open Payments And Credits In Time To Pet
If the client doesn't have any existing open payments or credits already on their account, you'll be taken directly to the Create & Apply New Payment window. Here, you will add the payment type and amount, the date you received the payment, and if needed, a description of the payment. For example, a description can include a check number or denote that they "paid via Venmo":
When you set a payment type to Other, you'll be shown a Name field that can be used to further identify the payment, such as its source or method:
NOTE: At this time, the payment Type and Name details will not be visible with the client invoice or with a payment record. If you would like the payment method details to be visible in your records, you will need to add this information to the Description field.
Once the invoice is paid in full, it will be marked as Paid. If the client has only paid part of the invoice, it will be marked as Partially Paid.
Pro Tip: Review our help documentation on our Bulk Invoicing tool to learn how to add manual payments to multiple invoices at once.