How to record a payment and send the receipt

When a payment reaches your bank, you mark the invoice paid. The receipt is issued and emailed to your client in the same step, and the job moves on.

Who can do this: a Director, a Supreme Technician or an Ops Admin.

Steps

1. Find the job: on its card, in the project list or on the project page, press Mark Deposit Paid for a deposit, or Mark Final Payment Received for the final invoice.
2. The box asks you to confirm the payment and issue the receipt. If you like, add a Payment Reference, a Transaction Number, and the Date Paid (it's today unless you change it).
3. Press Mark £… paid and send receipt. The payment is recorded, and the receipt is issued and emailed to your client with the PDF attached.

What happens next

• A deposit paid moves the job to Confirmed: it's ready for its survey to be booked and the work to start.
• A final payment moves the job to Completed. If there are finished drawings to send, see "Send finished files to your client".

What your client gets

An email whose first line names the receipt and the amount received, with the receipt attached as a PDF and a link to view it online. The email ends with the date and time it was sent. The receipt shows who paid, the date paid, which invoice it was for, the site, the work, and the amount received. If your firm has added a review link, the receipt for the final payment also asks your client, plainly, to leave a review.

Good to know

• ArchplanAI doesn't watch your bank account. You mark a payment when you see it arrive.
• One payment per invoice. The whole invoice is marked paid at once; part payments can't be recorded.
• No email address for the client? The box warns you that the receipt will be issued but not emailed, and the job's row says so afterwards. Add their email address to send it.
• The date paid can't be in the future.
• Clients pay by bank transfer, to the payment details printed on your invoice. Paying by card from the invoice is coming soon.
• An overdue invoice? If an invoice is still unpaid a week after it was issued, it appears under Reminders: invoices on your dashboard, for you to chase. See "Payment reminders for unpaid invoices".

Next: "Send finished files to your client".