Recording Payments, Card Surcharges, and Reconciliation
How payments post to an invoice, how a card surcharge is handled, and how to reconcile what your processor deposited.
Getting PaidOwnerAdminOffice / BookkeeperLast verified August 24, 2026
Availability
- Online payments (Stripe or Square) — Optional. Connect your own processor in Settings → Payments, or record payments manually.
- Who can use this
- Owners, admins, and office/bookkeeping staff.
- What the client sees
- Clients see the amount due, any surcharge shown at checkout, and their payment confirmation.
Before you start
- A sent invoice
How a payment posts
- Open the invoice and click Record payment (or let an online payment post automatically).
- Enter the amount, method, and date.
- Save. The invoice's amount paid, balance, and paid date recalculate from completed payments only.
Card surcharge
A surcharge is the processing fee added at card checkout. It is stored on the payment record and is never credited toward the invoice principal, so a surcharged card payment still pays exactly the invoice amount — no more, no less.
- The surcharge appears on the payment row, not as extra revenue on the invoice.
- Refunds and voided payments back the principal out again and reopen the balance.
Reconciling with your processor
- Match the payout in Stripe/Square against the payments list on each invoice.
- Deposits are net of processor fees; the invoice always tracks gross principal.
Troubleshooting
The deposit is smaller than the invoice.
Processor fees are deducted from the payout, not from the invoice. Compare gross payment amounts, not the bank deposit.
A payment was recorded twice.
Delete the duplicate payment — balance, status, and paid date recalculate immediately.
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Still stuck?
Our team usually responds within one business day.
Verified against the shipped product on August 24, 2026.