Cash payments on House Account

[loonsfoot]

Is there a way to take a cash payment on a house account balance? My customer gave me cash to pay the balance and I can't figure out a way to do this transaction.

[TheRealChipA]

Hi @loonsfoot.  Since the house accounts feature uses Square Invoices, you can do anything that is available to regular invoices.  Here’s a link to a Square help document about house accounts.  If you follow that link, then click on the help topic I’ve circled in red, it explains how to post a manual payment of any type to an existing house account invoice.  I hope that helps.

[fishinglakes]

please update your guide. it doesn't work to take a manual payment. there is no Record payment

[frances_a]

Hello @fishinglakes 👋

It looks like the help article has been updated since your initial post in May and no longer looks like the screenshot Chip kindly shared above, but the steps are still the same. 

To record a cash payment on an Invoice: 

1. Sign in to your Square Dashboard and click Payments > Invoices > Invoices. 2. There are three ways to mark an invoice as paid from the dashboard:
   a. Next to the invoice, click (•••) > Mark as paid.
   b. Click into the invoice and click More > Mark as paid.
   c. Click into the invoice and scroll down to Payments and click Mark as paid.
2. Confirm the amount, the payment method, and an optional customer and personal note.
3. Click Save.

Thank you. 

[7thdevan]

I finally figured this out!

A House Account is not an invoice. It is just a holding tank for the client's promises to pay (i.e. a tab). You can COLLECT A PAYMENT by CC on a running tab at any time. However, you cannot record a payment until you have actually sent an invoice. 

If your client's House Account payment is set up to "collect promises" for a month, and send the total amount due on the 1st of the month (recurring payments), and you're trying to record a payment on any day prior to the 1st of the month, you cannot. Why? Because technically, there is no invoice to pay - again, you cannot record a payment until an actual invoice exists. Once an invoice is created, it will show in your invoices. You can THEN mark a payment by going to your INVOICES, choosing the clients invoice, scrolling down and clicking ADD PAYMENT and choosing Cash, Check, Other, etc.

EXAMPLE: I have a client who is set up for RECURRING invoices on the 1st of the month. They chose to pay part in cash 1 week early. Because their tab was still collecting promises, I could not record this payment. So, I went into their house account clicked COLLECT PAYMENT and SENT the invoice manually from there (ahead of schedule).

I changed the DUE DATE to the 1st of the month (1 week ahead) so that they wouldnt be punished for paying early by receiving "PAYMENT OVERDUE" emails.

I then went to INVOICES, selected the invoice that was just created, scrolled down to ADD PAYMENT and entered the amount of cash I received. It took that amount off of their tab, and their new balance was shown and is due on the 1st of the month as originally scheduled.

The amount of time I spent going in circles trying to figure this out is embarrasing - I hope it helps you!