Reading the numbers on Payments

The Payments page has one row per job, not one row per payment. That single fact explains most of what looks odd at first.

The three money columns

Column	What it is
Billed	What the job is priced at. Not what has come in.
Paid	Every completed payment against that job, added up.
Balance	What is still owed. A dash once it is settled.

A $5,000 job with a $1,250 deposit reads:

Job	Billed	Paid	Balance	Status
JB-3018	$5,000.00	$1,250.00	$3,750.00	PARTLY PAID

The balance is amber whenever money has come in and more is owed — that is the row you can actually do something about.

Note

A job marked paid by hand has no payment records behind it, so its Balance shows a dash rather than the full amount. The status is treated as the answer.

Why a deposit shows as PARTLY PAID and not PAID

A deposit is not settlement. The job stays open, the invoice stays open, and the status says PARTLY PAID until the rest arrives. That is deliberate: a deposit-paid job still needs finishing and still needs collecting.

The figures across the top

	Where it comes from
Open A/R	What is still owed on unpaid invoices, after subtracting anything already paid against them
Past due	The part of Open A/R whose due date has passed
Collected	Money actually received — every completed payment, added up
Unbilled	Completed work with no invoice raised yet
Pipeline	Value of jobs still in estimate, approved, scheduled or in progress

Collected is the one to reconcile against your bank. It counts payments, so a $1,250 deposit shows up the day it lands. Refunds drop out on their own.

Caution

A partially refunded payment currently drops out of Collected entirely rather than counting the amount you kept. If you take partial refunds, treat Collected as a floor.

The rest of the page

Above the table, All / Unbilled / Invoiced / Partly paid / Paid / Failed filter it to one status — a quick way to get to just the rows still owing you money.

Below it, three panels read the same data a different way: A/R aging buckets what is owed by how late it is (current, 1–30, 31–60, 60+ days), Needs action lists the rows worth chasing today, and Top balances is the biggest amounts outstanding.

Transactions and Invoices

• Transactions — one row per job, the view above.
• Invoices — one row per invoice, with the same Billed / Paid / Balance columns. A job can have more than one invoice: a deposit invoice and a balance invoice, for example, which both show against the job.