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 (you’ll be prompted to set the job price and customer first, since the money needs an invoice to land on). 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: Cash, Check, Card, Wire, ACH, or Other.
4. Method-specific fields appear as needed (check number, card type + last 4, etc.).
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