Payments

Overview

Payments track money received from customers. Each payment is linked to one or more invoices through paylines, which distribute the payment amount across outstanding balances. You can record a payment directly from an invoice or create a standalone payment and allocate it across multiple invoices. Forz automatically updates invoice balances and statuses when payments are recorded.

Before You Begin

Prerequisites:

1. The Invoice module is enabled (Settings > Modules).

2. You have the Payments Received: Manage permission on your role.

3. At least one payment method is configured (Settings > Payment Methods).

4. Defaults: Cash, Check.

5. At least one invoice exists with a status other than Draft, Paid, or Void.

Recording a Payment from an Invoice

This is the most common workflow — recording a payment against a specific invoice.

1. Open the invoice you want to record payment for.

1. Click Record Payment or navigate to the Payments tab.

1. Forz pre-fills the Amount Received with the invoice's remaining balance.

1. Confirm the Payment Date — defaults to today.

2. Select a Payment Method from the dropdown (e.g., Check, Cash).

3. Optionally enter Payment Notes (up to 4,000 characters) for internal reference.

4. Click Save.

Expected result: The payment is created and a payline is automatically generated linking the full payment amount to the invoice. The invoice balance decreases, and the invoice status updates to Partially Paid or Paid depending on the remaining balance.

Tip: The amount received is pre-filled with the remaining balance, making it fast to record full payments. Adjust the amount if the customer makes a partial payment.

Recording a Payment Across Multiple Invoices

Use this workflow when a customer sends a single check covering multiple invoices.

Select a customer

1. Click Payments Received in the sidebar navigation.

1. Click the + Payment button.

2. Select a Customer from the list. Forz displays only customers with outstanding invoices.

Allocate the payment

1. Enter the total Amount Received.

1. Confirm the Payment Date.

2. Select a Payment Method.

3. In the paylines section, Forz lists all the customer's open invoices (sorted by due date, oldest first). Enter the amount to apply to each invoice.

4. Optionally enter Payment Notes.

5. Click Save.

Expected result: The payment is created with a payline for each invoice that received an allocation. Each invoice's balance and status update accordingly.

Warning: The total of all payline amounts cannot exceed the amount received. If the amounts do not match, Forz displays a validation error.

Payment Fields Reference

Editing a Payment

1. Open the payment you want to edit.

1. Click Edit.

1. Update the amount, date, method, or payline allocations.

1. Click Save.

Expected result: The payment is updated and all linked invoice balances recalculate automatically.

Deleting a Payment

1. Open the payment.

1. Click Delete.

Expected result: The payment is removed. All linked invoice balances increase by the deleted payment's payline amounts, and invoice statuses update accordingly (e.g., Paid may revert to Sent or Overdue).

Warning: Deleting a payment immediately affects invoice balances. If the invoice was previously Paid, it will revert to an open status.

What Happens After Recording a Payment

When a payment is saved, Forz automatically:

• Creates paylines — links the payment to one or more invoices

• Updates invoice balances — deducts the payline amount from each invoice's balance

• Updates invoice statuses — moves invoices to Partially Paid or Paid based on the remaining balance

• Syncs to QuickBooks — if QuickBooks integration is enabled, the payment is sent to QuickBooks Online

• Generates a payment number — a unique sequential number (e.g., PAY-1001)

Common Scenarios

Recording a check for a plumbing repair

An admin receives a check from Johnson Property Management for invoice INV-2045 (emergency pipe repair, $850.00). They open the invoice, click Record Payment, verify the pre-filled amount of $850.00, select Check as the payment method, enter the check number in the reference field, and save. The invoice status changes to Paid.

Splitting a payment across three invoices

A fire safety inspection company receives a wire transfer for $4,200 from ABC Commercial. The payment covers three outstanding invoices: INV-3010 ($1,500), INV-3015 ($1,800), and INV-3022 ($900). The admin creates a new payment, selects ABC Commercial, enters $4,200, and distributes the amount across the three invoices using the payline fields. All three invoices move to Paid.

Partial payment on a large invoice

A customer pays $2,000 of a $5,500 HVAC installation invoice. The dispatcher records the payment from the invoice. They change the pre-filled amount from $5,500 to $2,000 and save. The invoice status updates to Partially Paid with a remaining balance of $3,500.

Troubleshooting