Workslayr provides a robust system for managing client payments, including the ability to record offline payments. This feature is particularly useful for tracking payments received via methods such as cash, checks, or direct bank transfers, which are processed outside of Workslayr’s integrated online payment gateways. By accurately logging these offline transactions, you ensure a complete and up-to-date record of all financial interactions with your clients.
This article details the process of marking new offline payments for clients within the Workslayr platform.
Marking New Offline Payments for Clients #
Accessing the Payments Tab #
To record an offline payment for a client, you must first navigate to their individual client record. This ensures the payment is correctly associated with the client’s account.
- From the main dashboard, navigate to the ‘Leads’ tab.
- Underneath ‘Leads’, click on the ‘Clients’ tab. This will open the ‘Client Table’, displaying a list of all your clients.
- Locate the desired client in the Client Table. You can use the search bar or sort columns to find them quickly.
- Click on the client’s row to open their detailed ‘Client View’.
- Within the Client View, you will see several tabs (e.g., Profile, Locations, Projects). Click on the ‘Payments’ tab. This tab provides a comprehensive overview of all payments made by the client and is where you can initiate the process of marking a new offline payment.
Initiating an Offline Payment Record #
Once you are on the client’s ‘Payments’ tab, you will find an option to add a new offline payment. This action will launch a form tailored for recording the details of the non-digital transaction.
- On the ‘Payments’ tab, locate and click the ‘Mark New Offline Payment’ button. This action will bring up the ‘Add Offline Payment’ form.
Completing the ‘Add Offline Payment’ Form #
The ‘Add Offline Payment’ form allows you to input all necessary details about the payment. It’s crucial to accurately fill out these fields to ensure proper record-keeping and reconciliation.
- Invoice Number: Select the specific invoice(s) this payment is intended for. Workslayr will display a dropdown list of outstanding invoices for this client. You can select one or multiple invoices if the payment covers several.
- Payment Date: Enter the date on which the payment was received. This is typically the date a check was deposited, cash was received, or a bank transfer was initiated.
- Payment Method: Choose the method by which the offline payment was received. Common options include:
- Cash: For physical cash payments.
- Check: For payments made via a bank check.
- Bank Transfer: For payments directly transferred to your bank account without an integrated gateway.
- Other: For any other custom offline payment methods.
- Transaction ID (Optional): If the payment method provides a reference number (e.g., a check number, bank transfer reference, or internal tracking ID), enter it here. This helps in cross-referencing payments with your banking records.
- Amount Paid: Enter the exact amount of the offline payment received. Workslayr will automatically suggest the total outstanding amount for the selected invoices, but you can adjust this if a partial payment was made.
- Notes: Add any relevant notes or comments about the payment. This could include details about who received the payment, specific bank account used for a transfer, or any other pertinent information.
- Attachment (Optional): You can upload a supporting document, such as a scanned copy of a check, a bank deposit slip, or a confirmation of a bank transfer. This provides further evidence and a complete record. Accepted formats typically include PDF, JPG, PNG.
Saving the Offline Payment #
After you have entered all the necessary information, review it for accuracy before saving.
- Click the ‘Save Payment’ button to record the offline payment.
Once saved, the payment will be reflected in the client’s ‘Payments’ tab, and the associated invoice(s) will be updated to show the payment received. If the payment fully covers an invoice, its status will change accordingly (e.g., from ‘Unpaid’ to ‘Paid’).
Managing Recorded Offline Payments #
All recorded offline payments will appear in the list on the client’s ‘Payments’ tab. From here, you can view the details of each payment, and depending on your permissions, you may also have options to edit or delete a payment if an error was made or if the payment was reversed. Maintaining accurate records of all payment types ensures that your client accounts are consistently up-to-date and financial reporting is precise.
