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.
- Invoice: 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.
- Paid: Use this toggle when payment was taken as part of the visit. Once it is on, the paid amount field becomes active.
- Paid amount: This is the amount actually received against the job on this worksheet item.
- Tip: Record any tip taken with the visit so it is carried into submission separately from the main payment.
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.
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.