Recording External Payments

Learn how to manually record payments you receive through Venmo, Zelle, Cash App, PayPal, cash, or any other payment method.

Overview

Not every payment goes through Stripe Connect—and that's completely fine! Whether you prefer Venmo, accept cash, or use any other payment method, you can manually record these transactions in Apprentice to keep your project records accurate and up-to-date.

When to Use Manual Recording

Use the manual recording feature whenever you receive payment outside of Apprentice's automated system:

• Venmo - Client sends payment via Venmo
• Zelle - Bank-to-bank transfer
• Cash App - Mobile payment
• PayPal - PayPal transfer
• Cash - Physical cash payment
• Check - Paper check
• Wire Transfer - Direct bank transfer
• Other Apps - Any other payment service
• Card Terminal - Processed through your own Square/Clover/etc.

Step-by-Step Guide

Step 1: Open the Project

1. Navigate to your Projects or Appointments tab
2. Find the project you received payment for
3. Click to open the project details

Step 2: Open Payment Recording

You can record a payment from several places:

Option A - From Appointment Drawer:

1. Click the appointment to open the action drawer
2. Scroll to the "Pricing & Payments" section
3. Click "Record Payment"

Option B - From Project Details:

1. Open the project page
2. Find the "Payments" section
3. Click "Record Payment"

Option C - Quick Action Buttons:

If you see quick action buttons like "Mark Deposit Paid" or "Mark Payment Received", you can click those for simple transactions.

Step 3: Select Payment Type

Choose what type of payment you're recording:

• Deposit Paid - Recording a deposit payment
• Payment Received - Recording a partial or final balance payment
• Refund - Recording money you returned to the client

Note: Select the option that matches what actually happened. The system tracks these separately for accurate accounting.

Step 4: Enter Payment Details

Fill in the payment information:

Amount

• Enter the dollar amount you received
• Example: If client sent $100, enter "100.00"
• Use whole dollars and cents (e.g., 50.00, not 50)

Payment Method

Select the method the client used:

• Venmo
• Zelle
• PayPal
• Cash App
• Cash
• Check
• Card (if you processed it separately)
• Other (wire transfer, etc.)

Transaction ID (Optional)

• Add any reference number or transaction ID
• For Venmo/Cash App: Copy the transaction ID from the app
• For checks: Enter the check number
• For cash: You can leave this blank or enter "Cash"

Why add a transaction ID? It helps you cross-reference payments later if there's ever a question or dispute.

Notes (Optional)

Add any additional context:

• "Client paid half today, half next session"
• "Paid via Venmo @clientusername"
• "Cash payment received at checkout"
• "Balance payment for 4-hour session"

Tip: Including the payment app username (like @clientname) helps if you need to verify the transaction later.

Step 5: Review and Submit

1. Double-check the amount - Make sure it matches what you received
2. Verify the payment method - Ensure you selected the correct option
3. Review any notes - Confirm details are accurate
4. Click "Record Payment"

Step 6: Confirm Success

After submitting:

• You'll see a success confirmation message
• The payment status updates automatically
• The project balance recalculates instantly
• The transaction appears in the payment history

Understanding Payment Status

When you record a payment, the project status updates automatically:

Status Transitions:

• Pending → Partial - After recording a deposit
• Partial → Paid - After recording the final balance
• Any → Refunded - After recording a refund

What Each Status Means:

• Pending - No payments received yet
• Partial - Deposit or partial payment received, balance still due
• Paid - Full payment received, nothing owed
• Refunded - Money returned to client

Recording Deposits vs. Balance Payments

For Deposits:

1. Select "Deposit Paid" as the payment type
2. Enter the deposit amount (should match your deposit requirement)
3. Status will change to Partial (since balance is still due)

For Balance Payments:

1. Select "Payment Received" as the payment type
2. Enter the remaining balance amount
3. Status will change to Paid if this completes the payment

For Split Payments:

If a client wants to pay in installments:

1. Record the first payment with "Payment Received"
2. Add a note like "First of two payments"
3. Record additional payments the same way as they come in
4. Status will update to Paid when the full amount is received

Recording Refunds

If you need to refund money to a client:

1. Select "Refund" as the payment type
2. Enter the amount being refunded
3. Select the original payment method if applicable
4. Add a note explaining the refund (e.g., "Cancelled appointment, refunded deposit")
5. Click "Record Payment"

Important: Refunds reduce the total paid amount and may change the payment status back to Partial or Pending.

Best Practices

Record Payments Promptly

• Record within 24 hours of receiving payment
• Don't wait until the end of the week or month
• Fresh memory = fewer mistakes

Add Detailed Notes

• Include payment app usernames or transaction IDs
• Note if it's part of a split payment plan
• Document any special circumstances

Verify Amounts

• Double-check the amount before recording
• Make sure it matches what actually arrived in your account
• Account for any fees the payment app charged you (record net amount)

Use the Correct Payment Type

• Deposit Paid for deposits
• Payment Received for balance payments or installments
• Refund only when returning money

Keep External Records

• Screenshot Venmo/Cash App transactions
• Save bank transfer confirmations
• Keep check images if applicable

Editing or Deleting Recorded Payments

Currently, you cannot edit or delete recorded payments directly. If you made a mistake:

1. Contact support through the Help menu
2. Provide the project details and payment information
3. Explain what needs to be corrected
4. Support can adjust the record for you

Why this restriction? Payment records are designed to be immutable for accurate accounting and audit trails.

Tips

• Use the same payment method your client used for accurate tracking
• Add transaction IDs whenever possible for easy reference
• Record immediately after receiving payment to avoid forgetting
• Include client payment usernames (like @venmoname) in notes
• For cash payments, note if you provided a receipt
• Review payment history regularly to ensure nothing is missing

Common Issues

• Issue: I recorded the wrong amount → Solution: Contact support to correct it. For now, you can record a refund for the difference or an additional payment if you underreported
• Issue: Client says they paid but I don't see it → Solution: Check your payment app first, then check if someone else on your team recorded it
• Issue: I selected the wrong payment method → Solution: The specific method doesn't affect calculations, but contact support if accuracy is important to you
• Issue: The balance didn't update correctly → Solution: Make sure you selected the right payment type (Deposit vs. Payment Received). If still incorrect, contact support
• Issue: I need to record multiple payments at once → Solution: Record them one at a time, adding notes to each to distinguish them

Viewing Payment History

To see all recorded payments for a project:

1. Open the project details
2. Scroll to the "Payment History" section
3. See all transactions listed chronologically
4. Each entry shows: amount, type, method, date, and notes

This gives you a complete audit trail of all payments for the project.

Using Quick Action Buttons

For simple transactions, you can use the quick action buttons:

"Mark Deposit Paid" Button:

• What it does: Records that the deposit was paid
• Use when: You received the exact deposit amount
• Advantage: One-click recording
• Limitation: Doesn't capture payment method details

"Mark Payment Received" Button:

• What it does: Records that the full balance was paid
• Use when: Client paid everything they owe
• Advantage: Fast completion
• Limitation: Doesn't capture payment method details

When to use the full drawer instead: If you want to record payment method, transaction ID, or notes, use the full Payment Drawer rather than quick action buttons.

Updated on: 16/01/2026