Payments

Payment closes the financial part of a job only when the invoice and recorded outcome agree.

Select approved items to invoice

Review the approved services, parts, labor, and agreed amounts. In Billing, select approved, uninvoiced full items, including eligible work that is still in progress. Invoicing locks their commercial amounts while execution can continue. You may issue later invoices for other approved items; a single final invoice is not required.

Approved billable items keep their agreed charge when invoiced. Select the uninvoiced items and choose Review invoice. In that review, you may explicitly apply eligible customer credit as settlement, then choose Create invoice. The invoice and allocation are recorded together; you do not create the invoice first or return later to apply credit. Creating or applying that credit does not rewrite the approved item price. If an issued invoice must be reduced, create a credit note against its exact invoiced items.

Record money received outside TorqueOps

Cash and check recording are available on the baseline plans. Bank transfer is available when the shop's transfer details are configured in Settings → Integrations → Payments; it is not a paid-tier requirement.

1. In the job's Billing tab, select invoiced items with an open balance, in one currency, and choose Pay.
2. In Record payment, choose the available method, enter the amount actually received, and add a receipt, check, or transfer reference in Reference or note. For a bank transfer, review or copy the configured details and confirm receipt through the shop's bank before recording it.
3. Review Payment to record and Remaining, then choose Record payment once.
4. Confirm the payment, invoice balance, and receipt under Documents. Recording a manual payment does not move money or verify a bank deposit.

Collect an online payment

Online collection requires Growth or Enterprise and a provider offered for the shop's country, currency, account readiness, configuration, and rollout. See Integrations.

1. Select payable items from one invoice in Billing. When an eligible provider is available, choose Copy payment link; use the offered provider selection if more than one is available.
2. Share the copied link privately with the intended customer through the shop's approved channel. Copying does not send the link. The customer completes payment through the supported provider flow.
3. Return to Billing and confirm the recorded payment, remaining invoice balance, and receipt. A browser return or temporary message alone does not prove payment.

If the invoice has a payment in progress or the provider outcome is unknown, do not create another link or record the same money manually. Follow the displayed recovery or contact Help & support for reconciliation. Never request card credentials, passwords, or security codes in notes or ordinary messages.

Correct a payment recorded in error

Open the payment's Correct payment action, review the original amount and reference, enter the correction reason, and confirm Reverse payment when permitted. Verify the correction history and refreshed balance. This reverses the posting and its allocations and keeps the original receipt; it does not return money. An uncertain reversal needs Check reversal status before another financial action.

Customer credit

Customer credit is reusable value. It does not edit an issued invoice or reverse sales tax; use a credit note when an issued charge or its tax must change. The credit note corrects the remaining balance of the exact adjusted items first. Only value that was already settled becomes available customer credit; it is never silently applied to unrelated items on the same invoice.

When granting credit, choose its scope first, then a credit reason configured under Settings → Shop:

• This job only: the credit can be applied only to invoices for the selected job. Any unused remainder becomes unavailable when the job closes.
• Customer account: the credit can be applied across that customer's eligible jobs. A shop-granted credit may have an optional expiration date.

Credit-note residuals and overpayments are refundable and do not expire. A credit granted directly by the shop is not a cash balance, cannot be refunded as money, and may optionally expire. TorqueOps derives those rules from the credit source; the shop's reason name does not change them.

Open the customer's Credit tab to grant credit and review the balance history, including credit granted, applied, and refunded.

To use an available balance on uninvoiced work, select the billable items in the job, choose Review invoice, enter the credit amount, and then choose Create invoice. A zero amount leaves the credit available. The Credits list does not attach value directly to an item before an invoice exists; the selected rows define the invoice scope and the final command creates the invoice and applies the chosen credit atomically.

Credit reasons are shop-owned. TorqueOps provides three localized starting reasons—returned item or cancelled service, billing correction, and courtesy adjustment—and the shop can enable or disable them or add its own.

Correct an invoice and return eligible money

1. Select the exact invoiced items in Billing and choose Create credit note. Review the reason and evidence, amounts, and where any excess credit can be used.
2. Complete the review, approval, and Issue credit note steps offered for your role. Confirm the issued result: the original invoice balance is corrected first, and only the portion backed by settled money becomes refundable credit.
3. In Credits, open Process refund for an available refundable balance. Choose the Original payment and review the method and refundable amount. A shop-granted courtesy credit cannot be refunded as money.
4. For a manual original payment, return the money using that original method outside TorqueOps, then enter the required External settlement reference to record it. For a supported provider original payment, use the provider refund offered by the form; do not also return money outside it. Clip, where available, permits only the full original payment when the displayed eligibility requirements are met.
5. Choose Process refund once and read the result. Refund recorded confirms an external money return was recorded; Refund completed confirms the provider result. Refund awaiting confirmation reserves the amount while the provider responds, so it cannot be refunded or applied again. A failed or cancelled result releases the reservation and refreshes the credit balance.

If the result remains unconfirmed, preserve the attempt and use the displayed recovery. Do not start a second refund or substitute another method to bypass unavailable provider credentials or eligibility. Ask Help & support when the form directs you there.

Mexico CFDI

TorqueOps operational invoices and credit notes remain separate from SAT fiscal artifacts. Automated CFDI requests are not available while the provider integration is pending; shops issue required fiscal artifacts outside TorqueOps. A post-invoice reduction remains its own commercial credit note, and its corresponding CFDI de Egreso is a separate fiscal artifact.

Handle a failed or uncertain result

Do not immediately repeat a payment when the outcome is unclear. Refresh the owning payment state, review the provider connection where appropriate, and avoid creating duplicate collection attempts.