Payments & Deposits on a Work Order

A work order and its invoice are one financial thread. The Payments panel on the work order is a live window into that invoice: take a deposit or a full payment, edit or void it, or refund a card — all without leaving the work order. Every change posts to the invoice and updates Balance Due on the spot.

A “deposit” is just an early payment under this model — there’s no separate deposit ledger and no “apply the deposit” step later. The first payment creates the work order’s invoice automatically. The job needs a customer and a price first, since the money needs an invoice to land on.

If the job has no price yet, the Add Payment form asks for it at the top, in a Job price box. Enter what the customer was quoted; an estimate is fine. Saving sets the price and records the payment in one step, and you can change the price later in Details as the job firms up. Setting a price needs permission to edit work orders; without it, the form says so and someone who has it sets the price. In-house jobs that modify your own stock bill to inventory, not a customer, so they don’t take payments here.

Add a payment

1. Open the work order. Find the Payments panel.
2. Click Add Payment.
3. Enter the amount and pick a method from your shop’s own list.
4. Method-specific fields appear as needed: a check number for any kind of check, card type and last 4 for any card, and a reference for everything else except cash.
5. Optional date + notes.
6. Record Payment — the balance updates immediately.

Card payments

A card is a card, however you take it. Choose Card, then how it was captured:

• Record it — you keyed the card or ran it on your own terminal; JewelTrak just records the payment.
• Charge in-store reader — if your store has a paired Stripe reader, push the charge to it. A banner shows Charging $X… waiting for the customer to tap/insert/swipe, then flips to green when it confirms. (Failed/declined turns red — Dismiss and try again.)

You don’t manage Stripe as a separate thing — it’s just how a card payment gets captured.

Edit or void a payment

Each payment row has actions (when the invoice is still open and you have payment permission):

• Edit — correct the amount, date, method, or reference on a manually-recorded payment.
• Void — remove the payment; the balance goes back up. Gift-card / store-credit balances are restored.

Card payments captured through the reader or a payment link can’t be edited or voided — Refund them instead.

Refund a card payment

On a card payment taken through the reader (or a link), click Refund, confirm the amount (pre-filled with what’s still refundable) and a reason. The money returns to the customer’s card. Refunds are money-only — returning the physical item is a separate return invoice. Once a charge is fully refunded the row shows a Refunded badge.

When the invoice is finalized

Once the invoice is paid in full (or otherwise finalized), the payments panel becomes read-only on the work order — the same lock the invoice page uses. Reopen the invoice if a correction is genuinely needed.

See also

• Charge a Card on the In-Store Reader — the reader flow in more detail
• Applying Payments — the broader payments model on invoices
• Refunds and Voids — invoice-side refund flow