WorkWorksheets
Editing Worksheet Item Payment and Reference Fields
How to fill in the money, invoice, payment method, payment reference, and timing fields on a worksheet job item.
The worksheet item popup is where the visit outcome becomes real money and real history. These fields are only shown on job items, and the values you enter here feed directly into worksheet submission, customer balances, invoices, and payment reporting later.
Status First
- Complete, None, Missed: The status switch decides whether the money fields are active and what kind of submission outcome the job can create.
- Status Date: This is the date Work Planner uses for the submission records if you do not already have an override date in place.
- Why it matters: A job has to be marked as complete or missed before it becomes properly submittable from the worksheet.
Price Fields
- Charged: This is the amount the worksheet will submit as the visit charge. For hourly jobs, Work Planner can calculate it for you from the actual duration unless you type your own value.
- Paid: This is the amount actually received against the job on this worksheet item. It opens up once Mark as Paid is on.
- Tip: Record any tip taken with the visit so it is carried into submission separately from the main payment.
If your role doesn't include View Prices and Balances, the balance, price, Charged and Paid figures don't show. Marking the job complete charges its price, Mark as Paid records everything owed on the job, and a card payment shows its amount on the card screen as the customer pays. See Editing a Role.
If your role doesn't include Record Payment, you can still mark the job complete or missed, but Paid, Tip, Mark as Paid, Charge Customer and the Payment section don't show, and a payment someone else recorded stays as it is.
Payment Action
- Prepare Invoice for Balance: Switch this on when the worksheet item should be included in invoice creation during worksheet submission. It is only available once the item is complete.
- Mark as Paid: Switch this on when payment was taken as part of the visit. Work Planner fills in Paid with the charge plus anything already owed, takes the job's usual payment method if none is chosen, and you can still adjust the amount.
- Charge Customer: Switch this on to take the payment through Work Planner when you save, rather than recording money you already have. It appears when there is a way to charge this customer, can only be switched on once the status is Complete, and cannot be on at the same time as Mark as Paid: switching one on switches the other off.
Charging the Customer
- Charge with: How the money is taken. In the Work Planner app on your phone, when your business takes card payments in person, there is an option to take the card in person. It is called Tap to Pay on iPhone on an iPhone that takes the business's Stripe payments with Tap to Pay on iPhone, Card reader when the business uses Zettle, and otherwise Tap to Pay on iPhone or card reader on an iPhone or Tap to Pay or card reader on Android. Cards the customer has saved with you are listed by name, such as Visa •••• 4242. Direct Debit (GoCardless) appears when the customer has an active Direct Debit mandate.
- Amount to charge: Starts at the charge plus anything already owed, less any credit, the same as Mark as Paid would fill in. Change it if the customer is paying a different amount. Below it, a line gives roughly what the provider takes on that amount for the way chosen under Charge with, and what reaches you.
- When you save: The job is saved as complete first, then charged. A saved card or Direct Debit is charged straight away and a message confirms it. Taking the card in person closes this popup and opens the Take card payment popup with the amount fixed, covered in Taking a Card Payment on Your Phone.
- If the charge fails: The job stays saved as complete with nothing paid, and Work Planner says why. Charge it another way, or switch on Mark as Paid if the customer paid you some other way.
- Once charged: The popup shows how the job was charged and where the payment has got to, such as Paid, Processing or Submitted to GoCardless. The job is marked as paid with the amount charged, straight away for Direct Debit and once the provider confirms a card payment, and Mark as Paid can no longer be changed.
Hourly Jobs
- Actual Duration (Hours and Minutes): These fields matter for hourly per person jobs because the charged amount can be recalculated from the real time spent on site.
- When to leave them alone: If the job is not hourly, or the planned time already matches what happened, there is no need to adjust them.
- Manual override: If you type your own charged amount, that manual figure takes priority over the automatic hourly calculation.
Payment Fields
- Method: Choose the payment method used for this visit. Work Planner also syncs that choice back to the linked job so the same method is ready next time.
- Reference: Use this for the card reference, bank reference, cash note, or any other payment identifier your team needs later. It is only useful when a payment method has been chosen.
- Payment Fee: This is calculated from the payment method settings and the paid amount. It is there so you can see the fee effect before worksheet submission creates the linked fee expense.
What Save Changes
- Balance recalculates: Work Planner immediately recalculates the worksheet item balance as charged minus paid.
- Submission outcome changes: Invoice creation, payment creation, tips, and payment fee handling all depend on what you save here.
- The job itself is affected too: The chosen payment method is pushed back onto the linked job, not just kept on the worksheet item.
- The customer is charged: With Charge Customer on, saving also takes the payment, once the job is saved as complete.
Once a Job Has Been Charged
A charged job already has its payment in your accounts, so it stays on the worksheet, complete, until the worksheet is submitted.
- It can't be removed: Its bin doesn't show, and Delete Items leaves it out of the jobs you've selected. It stays on the worksheet until you submit it.
- It can't be moved: Move Items leaves it out of the jobs you've selected.
- It stays complete: In its Complete Job popup, None and Missed can't be chosen.
- What was paid comes from the charge: Mark as Paid, Paid, Tip, Method and Reference are locked. Charged, the visit's date and its other details can still be changed.
- It is always submitted: When you submit, the choice for outstanding jobs never moves or removes a charged job.
- The worksheet can't be deleted: Delete Worksheet doesn't show while the worksheet has charged jobs. Submit the worksheet instead.
Submitting records the visit as usual, with its charge and the job's new dates, without adding a second payment: the one from the charge already counts. A charge that failed or was cancelled locks nothing.
Related articles
- Submit Options: Explains how these saved values are used during worksheet submission.
- Completion Popup: Useful if you want the matching completion flow outside the worksheet screen.
- Advanced Pricing and Opening Balance: Helps when you need to understand where the underlying job money setup came from.
- Worksheet Detail Screen: Shows where the worksheet item popup fits into the full worksheet flow.
- Taking a Card Payment on Your Phone: Covers the card payment popup that opens when you charge with Tap to Pay on iPhone or Android, or a card reader.
- Saved Cards: Explains how customers save a card, so it can be charged from here.