Recording External Payments

Use Record Payment to log money received outside Apprentice. Recording a payment is separate from processing a card charge.

Open the record form

1. Open More → Business → Payments.
2. Open More payment actions → Record payment.
3. In Take payment, choose Record an outside payment.
4. Select the correct project and date received. Enter the amount and choose the payment type and method.

The type options are Deposit, Balance Payment, and Refund. The method list includes Venmo, Zelle, PayPal, Cash, Card, and Other. Add Entry supports another entry in the form, and notes are optional.

Only record money actually received or refunded. A Card label in this outside-payment form does not establish that Apprentice processed a charge.

Use the Refund type only for money you already paid back outside Apprentice, such as cash, Venmo, or Zelle. It logs the refund in your records. No money moves. For a card payment taken through Apprentice, use Refund on the payment instead so the money goes back to the client's card. See Refunding a Payment.

After recording an outside payment, check the project and amount in Payments before adding another entry.

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Updated on: 09/10/2026