Offline payments are recorded by hand
When a customer pays by cash, check, or Zelle, the app doesn't see the money move — someone on your team records the payment on the invoice. And when a recorded payment turns out to be wrong (wrong invoice, duplicate entry, bounced check), you void it: the record stays visible for honest books, but the balance comes back.
Record a cash, check, or Zelle payment
- 1Open Invoices and open the invoice.
- 2Click Take payment → Record a manual payment.
- 3Enter the amount and a description like "Check #1234" so the record is clear.
- 4Optionally attach photos: under Attach Images, click Add Images to attach photos of the check or other proof of payment — you can add more than one, and remove any before saving.
- 5Click Add Payment.
Attached photos stay with the payment: they show as thumbnails in the invoice's payment history, each opening the full image, so the paper trail for a check lives right on the invoice.
Void a payment that shouldn't have been applied
- 1Open Invoices and open the invoice the payment was recorded on.
- 2Find the payment under Manual Payments Recorded (on unpaid invoices) or Payment History (on paid invoices).
- 3Click the Void button on that payment's row — the "Void Payment" dialog opens.
- 4Choose a reason — "Applied to the wrong invoice", "Duplicate entry", "Check bounced / NSF", "Incorrect amount", or "Other" — optionally add a note, then click Void Payment.
- The payment is not deleted — it stays listed on the invoice, struck through with a "Voided" badge and the reason, so the history and the books stay honest.
- The amount goes back onto the invoice's balance. A fully-paid invoice returns to open and shows a balance due again.
- Voiding works for both full and partial payments, and on a multi-payment invoice only the voided payment is reversed — the others stay applied.
- The customer is not emailed about a void — their money is fine, the record just moves.
- If QuickBooks is connected, the matching QuickBooks payment is deleted automatically, so your books stay in sync. See QuickBooks sync.
- Voiding requires the void-invoices permission — the Void button is hidden without it.
Move a payment to the right invoice
- 1Void the payment on the wrong invoice (reason: "Applied to the wrong invoice").
- 2Open the correct invoice → Take payment → Record a manual payment, and record it there.
Voiding is not refunding
Voiding a payment moves no money. It says "this payment should not have been applied here" — use it for offline payments (check, cash, Zelle) that were mis-keyed. Refunding returns money through Stripe and only works for card and ACH payments (the "Issue Refund" action on a paid invoice).
There is no way to refund a check through the app. If you owe the customer their check back, hand the money back yourself and void the recorded payment so the invoice reflects reality.
Frequently asked questions
I applied a check to the wrong invoice — what do I do?
Open the invoice, find the payment, and click Void next to it. Pick "Applied to the wrong invoice" as the reason. The payment stays visible marked as voided, the balance comes back, and a paid invoice reopens. Then record the payment against the correct invoice.
Will my customer get an email when I void a payment?
No — the customer is not emailed about a void. Their money is fine; only your records change.
Does voiding a payment give the customer their money back?
No. Voiding moves no money — it only reverses the record. To return money paid by card or ACH, use Issue Refund on the paid invoice instead. For a check, hand the money back yourself and void the record.
What happens in QuickBooks when I void a payment?
If QuickBooks is connected, the matching QuickBooks payment is deleted automatically.