Viewing Your Payment History

Learn how to access and understand your complete payment history on Apprentice.

Overview

Apprentice maintains a comprehensive payment history for all transactions, deposits, and refunds. Whether you're a client tracking what you've paid or an artist managing your revenue, the payment history feature provides a complete audit trail of all financial transactions.

Step-by-Step Guide

For Clients: View Your Payment History

Step 1: Access Your Dashboard

Sign in to your Apprentice account and navigate to your client dashboard at /dashboard/client.

Step 2: View Project Payment History

Option A: From Active Projects

1. Click on a project card in your dashboard
2. Look for the "Payment" section or "Payment History" tab
3. View all payments made for that specific project

Option B: From Appointments

1. Go to "My Appointments" in the navigation
2. Click on an appointment to view details
3. Scroll to the "Payment Information" section
4. Click "View Payment History" if available

Option C: From Account Settings (if available)

1. Go to Settings → Billing or Payment History
2. View all payments across all projects
3. Filter by date range or project

Step 3: Understanding Your Payment History

Each payment entry shows:

• Date & Time: When the payment was made
• Amount: How much was paid
• Payment Method: Stripe, Venmo, cash, etc.
• Type: Deposit, payment, refund
• Status: Successful, pending, or failed
• Project: Which tattoo project the payment applies to
• Receipt: Link to receipt or confirmation (for Stripe payments)

For Artists: View Payment History

Step 1: Access Client Payment History

Option A: From Client 360 View

1. Navigate to your clients list
2. Select a client to open Client 360 view
3. Click the "Payment History" tab
4. View all payments from that client across all projects

Option B: From Project Details

1. Open a project from your Today Console or projects list
2. Scroll to the "Payments" section
3. View itemized payment history for that project
4. See deposit status, total paid, and outstanding balance

Option C: From Appointment Details

1. Click on an appointment in your calendar or Today Console
2. Expand the "Payment Details" section
3. View payment history linked to the appointment's project

Step 2: View Revenue Analytics

Navigate to Analytics:

1. Go to Artist Dashboard → Analytics → Revenue (if available)
2. Or Settings → Payments → Revenue Report

View Aggregated Data:

• Total revenue by time period
• Revenue by payment method
• Deposit collection rates
• Outstanding balances across all clients

Step 3: Export Payment Data

For Tax Reporting:

1. Navigate to Settings → Payments or Billing
2. Click "Export Payment History"
3. Select date range (e.g., full tax year)
4. Choose format: CSV or PDF
5. Download for your accountant

Payment History Details

What's Included in Payment History

Transaction Information:

• Payment ID: Unique identifier for each transaction
• Date & Time: Timestamp of payment (in your timezone)
• Amount: Dollar amount of transaction
• Currency: USD (default)
• Payment Method: Source of payment (Stripe, Venmo, cash, etc.)
• Transaction Type: deposit_paid, payment_received, refund, etc.

Project Context:

• Project Name: Associated tattoo project
• Appointment Date: Linked appointment (if applicable)
• Client Name: Who made the payment (for artists)
• Artist Name: Who received the payment (for clients)

Status Tracking:

• Status: Successful, pending, failed, refunded
• External ID: Stripe charge ID or external transaction reference
• Notes: Additional context added by artist or system

Payment Event Types

Understanding Payment Sources

Filtering and Searching Payment History

Filter by Date Range

Common Filters:

• Last 30 days
• Last 3 months
• Last year
• Current tax year
• Custom date range

How to Filter:

1. Open payment history view
2. Click "Filter" or date range selector
3. Choose predefined range or enter custom dates
4. Click "Apply"

Filter by Payment Type

• Show only deposits
• Show only final payments
• Show only refunds
• Show all transactions

Filter by Project or Client

For Artists:

• Filter by specific client
• Filter by project status (active, completed, archived)
• Filter by payment status (paid, partial, pending)

For Clients:

• Filter by artist
• Filter by appointment date
• Filter by payment status

Search by Amount or Transaction ID

Search Box:

• Enter amount to find specific transactions (e.g., "100" for $100 payments)
• Enter transaction ID for Stripe payments
• Search by client or artist name

Payment Status Indicators

Visual Status Badges

Green Badge - "Paid":

• Full payment received
• No outstanding balance
• Project payment complete

Yellow Badge - "Partial":

• Deposit or partial payment received
• Outstanding balance remains
• Additional payment needed

Red Badge - "Pending":

• No payment received yet
• Deposit or full payment still due
• Action required

Gray Badge - "Refunded":

• Payment returned to client
• Refund processed
• Transaction reversed

Blue Badge - "Processing" (Stripe only):

• Payment submitted but not yet cleared
• Typical for ACH/bank transfers
• Should clear within 2-5 business days

Receipts and Confirmations

Stripe Payment Receipts

For Stripe payments, both client and artist receive:

• Email Receipt: Sent by Stripe immediately after payment
• In-App Receipt: Viewable in payment history
• Transaction ID: Unique Stripe charge identifier (e.g., ch_3Xyz...)

Receipt Includes:

• Payment amount
• Date and time
• Payment method (last 4 digits of card)
• Merchant name (artist or shop)
• Stripe fees (for artist)
• Net payout amount (for artist)

Accessing Receipts:

1. Open payment history
2. Find the Stripe payment entry
3. Click "View Receipt" or receipt icon
4. Download PDF or print

Manual Payment Confirmation

For non-Stripe payments, confirmation depends on the method:

• Venmo/Zelle: Screenshot or transaction ID from app
• Cash: No digital receipt; artist may provide written receipt
• Check: Check number and bank reference
• Other Apps: Transaction confirmation from the app

Artist Notes Field:

Artists can add notes to manual payments:

• "Venmo transaction ID: 12345"
• "Cash paid at consultation"
• "Zelle payment received via phone"

Reconciling Your Payments

For Clients: Verify What You've Paid

Total Paid:

• Sum all payment entries in history
• Exclude refunds (negative amounts)
• Should match what you've actually paid

Outstanding Balance:

• Check project details for remaining balance
• Total due minus total paid = outstanding
• Confirm with artist if unclear

Discrepancies:

• If you paid but it's not showing, contact your artist
• Provide proof of payment (screenshot, receipt, transaction ID)
• Artist will record the payment manually if needed

For Artists: Track Revenue Accurately

Reconcile with Bank Deposits:

• Stripe Payouts: Match Stripe dashboard with Apprentice payment history
• External Payments: Ensure all Venmo/Zelle/cash entries are recorded
• Refunds: Verify refund amounts match bank records

Monthly Reconciliation:

1. Export payment history for the month
2. Compare total to bank deposits
3. Account for Stripe fees (2.9% + $0.30 per transaction)
4. Verify refunds are subtracted correctly
5. Investigate any discrepancies

Tax Reporting:

• Export full year payment history
• Separate by payment method for tax forms
• Include refunds as deductions
• Consult accountant for proper categorization

Payment History Data Retention

How Long is Payment History Stored?

Active Accounts:

• Payment history retained indefinitely for active accounts
• All transactions accessible at any time
• Complete audit trail preserved

Inactive Accounts:

• Payment history retained for 7 years after account deletion (tax compliance)
• Personal identifying information anonymized after 90 days
• Transaction totals and dates preserved

Legal Requirements:

• Financial records must be retained for tax/legal purposes
• Payment data may be retained longer for disputes or audits
• Anonymized data used for platform analytics

Backup and Export

Recommended Practice:

• Export payment history annually for tax filing
• Keep local copies of payment reports
• Save Stripe receipts separately

Export Options:

• CSV format (opens in Excel/Google Sheets)
• PDF format (printable report)
• JSON format (developer/API use)

Common Payment History Questions

Q: Why does my payment history show a payment I don't recognize?

A: Check the date, amount, and project name. If you're an artist, it may be a client payment. If you're a client, verify it's for a project you booked. Contact support if it's clearly an error.

Q: Can I delete a payment from my history?

A: No. Payment history is an immutable audit trail. Payments cannot be deleted once recorded. Refunds can be issued to reverse a transaction.

Q: How do I prove I paid my deposit?

A: For Stripe payments, download the receipt from payment history. For external payments, provide your transaction confirmation (screenshot, Venmo receipt, etc.).

Q: My artist recorded a payment incorrectly. Can it be fixed?

A: Artists can add corrective payment entries or issue refunds to reverse incorrect entries. Contact your artist to request a correction.

Q: Can I see payment history from deleted projects?

A: Payment history for deleted projects is retained in archived form. Artists can access it through Settings → Payment History. Clients may need to contact the artist.

Q: Does payment history include tips?

A: Yes, tips collected through the in-person card capture feature are recorded as separate payment events and appear in payment history.

Q: How do I calculate my total revenue from Apprentice?

A: Export your full payment history, filter by date range, and sum all payment_received and deposit_paid entries. Subtract any refunds.

Tips for Accurate Record-Keeping

For Clients

• ✅ Save Confirmations: Keep all payment confirmation emails and screenshots
• ✅ Review Regularly: Check payment history before and after appointments
• ✅ Clarify Confusion: Ask your artist immediately if something looks wrong
• ✅ Track Deposits: Note which projects have deposits paid vs. outstanding

For Artists

• ✅ Record Immediately: Enter external payments (Venmo, cash) right away
• ✅ Add Transaction IDs: Include external transaction IDs in notes for future reference
• ✅ Reconcile Weekly: Compare Apprentice history to bank deposits weekly
• ✅ Export Monthly: Download monthly payment reports for bookkeeping
• ✅ Use Notes Field: Add context to manual payments for clarity later

Updated on: 16/01/2026