Here at Spraye, we know receiving payments is an extremely important aspect of running your business. Fortunately, there are multiple methods available to receive payments from your customers. In this article, we will discuss some common and convenient ways to receive payments. 


Payment Status > Dropdown Menu

In the Payment Status column, you may click on the the payment status button to view a dropdown menu with 4 options. Choose "Paid" from the dropdown menu and follow the prompts to mark the invoice as "Paid". This will only change the status of the invoice to "paid", but will not actually charge the customers card. 


Mark Paid 

The Mark Paid button allows you to mark single or multiple invoices "Paid" at one time. This will only change the status of the invoice to "paid", but will not actually charge the customer's card in Fiserv or SprayePay. On the Active Invoices page, check the box next to the invoices you want to update.


Then, click the Mark Paid button on the upper right-hand side of the table. 


In the popup box, you will see a field called, "Partial Payments Already Applied". This shows all partial payments you have already received for any of the invoices you selected in the first step. The "Total Amount Due" is the remaining balance for all of those invoices (once the partial payments have been subtracted). 


Finally, you may choose a payment method from the dropdown box and fill in any payment information needed. For example: If you're using a check for the payment here, you may type in the check number for your reference. 



If an invoice displays an existing payment before you apply a new one, verify whether a credit was previously applied to the account.


Payment Date: each payment popup has a Payment Date field. It defaults to today. If you received the payment on an earlier day (for example, a check that came in last week), pick that date before you submit. The date can't be in the future, and it can't be earlier than the invoice date. When you mark several invoices paid at once, the date applies to all of them, so it can't be earlier than any selected invoice's date.


Add Batch Payments

If you receive multiple checks by mail from your customers, you'll definitely want to check out this feature. The batch payment feature allows you to add multiple checks as payments all at the same time in a few simple clicks. Any overpayments will automatically be applied to the customer account as a credit. We highly recommend using this feature to apply payments to multiple accounts at one time. Follow the steps below to get started: 


  • Navigate to the Active Invoices page
  • With your payments (checks, cash, other) in hand, click the + Batch Payments button at the top of the page
  • Click + Add More 
  • Begin typing the customer name in the search bar below "Customer" and choose their name from the dropdown menu
  • Now, you'll see the amount due and total balance due show up on the right 
  • From here, you can add the check amount and check number
  • IMPORTANT If the check amount is higher than the amount due, the remaining amount will automatically be added to the customer's account as a credit. 
  • For more info, see: How to Add a Credit to a Customer Account.
  • Click + Add More to add additional payments for other customers
  • You'll see the total number of checks added on the bottom left and the total dollar amount added on the bottom right
  • When you're finished, click Submit


Setting and Changing a Payment Date

When you record a payment

The Record Payment, Record Partial Payment, Mark Paid and Payment Status popups all include a Payment Date field:

  • It defaults to today. Leave it as is to record the payment as received today.
  • Pick an earlier date to backdate the payment, for example a check you received last week.
  • The date can't be in the future or earlier than the invoice date.

Batch Payments still records payments on the day you submit them. To use a different date for one of those payments, edit it afterward as described below.


After a payment is recorded

You can correct the date, check number or note of a cash, check or "Other" payment yourself:

  1. Open the invoice (click the invoice number on the Active Invoices page).
  2. Scroll to Recorded Payments. Each payment shows the date it was paid.
  3. Click Edit under the payment.
  4. Change the Payment Date, Check Number or Note, then click Save.

Good to know:

  • Card, ACH, SprayePay, account credit and monthly installment payments can't be edited, because their details come from the payment processor or from the credit or installment plan.
  • If the payment has already been sent to QuickBooks Online, its date can't be changed in Spraye. Change the date in QuickBooks instead. You can still edit the check number and note.
  • A refunded payment keeps its date, so the refund never appears before the payment. You can still edit its check number and note.
  • Changing a payment's date moves it to that day in your reports, including the Payment Log, revenue reports and the cash-basis Sales Tax report. Double-check before you change the date of a payment in a period you have already closed or filed.
  • Every change is saved in the invoice's Change Log, and the invoice's Payment Logs show a "Payment Edited" entry that lists what changed.