Collecting payment
Inspector Studio lets you record payments against an invoice whether the customer pays online, by check, by cash, or through another method. Here is how to collect and record payments.
Online payment (customer pays themselves)
When you send an invoice, the email includes a link to a payment page where the customer can pay by credit or debit card. Once the payment goes through, the invoice status updates automatically and you receive a notification.
The payment link is active as long as the invoice has a balance remaining. Customers can also find their invoice through the customer portal.
Recording a payment manually
If the customer pays by check, cash, bank transfer, or any other method outside the online payment flow, you need to record it manually.
Open the booking and go to the Invoice section, or open the invoice directly from the Invoicing list.
Click Record Payment.
Enter the amount paid.
Select the payment method (check, cash, card, other).
Optionally add a reference note (check number, transaction ID, etc.).
Click Save.
The payment is logged and the invoice balance updates. If the payment covers the full balance, the invoice status changes to Paid. If it is a partial payment, the status changes to Partial.
Accepting payment in-person
If you collect payment at the time of inspection — by running a card in person or accepting cash — record it manually after the fact using the steps above. Choose the appropriate payment method and add a note if needed.
Refunds
Inspector Studio tracks payments but does not process refunds directly. If you need to refund a payment made online through the platform's payment processing, initiate the refund through your payment processor and then record an adjustment on the invoice manually.
For cash or check payments, handle the refund outside the platform and update the invoice balance accordingly by recording a negative payment or adjusting a fee.
Payment history
All payments recorded against an invoice appear in the Payment History section below the invoice total. Each entry shows the date, amount, method, and any reference notes. This gives you a complete audit trail of all money collected for a booking.
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