Does FieldPlexus automatically send a receipt when an invoice is marked paid?

Yes. The moment Mark as Paid is confirmed, a receipt email is sent automatically to the client with a PDF showing a PAID banner. If the client is opted in to SMS, they also get a receipt text confirming payment received. No extra clicks needed — one confirmation sends the receipt through every channel the client prefers.

Is it required to record the payment method when marking an invoice paid?

No. Payment method is optional. Leaving it blank just records 'Paid on [date]' without the method. Selecting a method (Cash, Venmo, Zelle, Check, etc.) helps at tax time and appears on the receipt PDF as 'Paid via [Method] on [Date].' Either way, the invoice moves to Paid status and the receipt goes out.

What changes about an invoice after it is marked as paid?

Status changes to Paid (green badge), the paidAt timestamp is recorded, a receipt email goes to the client, the invoice is locked from line item edits, the income appears automatically in Accounting → Income, and the payment syncs to QuickBooks if connected. Paid invoices can be archived to hide them from the main list but cannot be deleted.

Marking Invoices as Paid and Sending Receipts

When to Mark as Paid

Client Venmo'd you, mailed a check, or handed you cash? Mark the invoice as paid in FieldPlexus. A receipt email goes out automatically, the invoice gets locked, and the income shows up in Accounting.

Step-by-Step: Mark as Paid

Tap Invoices in the sidebar
Tap the Sent or Overdue tab
Open the invoice
Tap Mark as Paid
In the modal:
- Payment method (optional): pick from your list — Cash, Check, Credit Card, Bank Transfer/ACH, Venmo, Zelle, Cash App, PayPal, Apple Pay, or Other
- Payment date: defaults to today, change if the client paid earlier
Tap Confirm

What Happens Automatically

Invoice status changes to Paid (green badge)
paidAt timestamp is recorded
Payment method saved (if selected)
Receipt email sent automatically to the client with a PDF showing a PAID banner
Receipt SMS sent automatically if the client is opted in to SMS
Invoice is locked — line items can no longer be edited (it is now a financial record)
Income appears automatically in Accounting → Income tab
Payment syncs to QuickBooks if QuickBooks is connected

How the Receipt Looks to the Client

A branded email from your business name (not "FieldPlexus") with subject "Receipt from [Your Business Name]." Contains a thank you message and a PDF showing the paid invoice. The PDF has a prominent PAID banner with the date and payment method: "Paid via Zelle on December 6, 2025."

If no payment method was selected, it just says "Paid on December 6, 2025."

Do I Have to Pick a Payment Method?

No. Payment method is optional. If you just want to close the loop quickly, leave it blank and confirm. You can always check the bank statement later. Selecting a method helps at tax time for reconciliation but it is not required.

Adding or Managing Payment Methods

Go to Settings → Billing tab. The Payment Methods section lets you add custom methods (tap + Add), remove ones you never use (tap the trash icon), and reorder with drag and drop. Removed methods are soft-deleted so historical invoices keep their records.

After Marking Paid

The invoice moves to the Paid tab. You can archive it from there to keep the main list clean. Archive by opening the paid invoice and tapping Archive. It moves to the Archived tab and stays accessible forever.

Receipts and QuickBooks

If QuickBooks Online is connected, the payment automatically links to the matching QuickBooks invoice. Status in QuickBooks flips to Paid. No double entry.

Mistake? Marked Paid By Accident?

Paid invoices are locked to preserve the financial record. To undo, email support@fieldplexus.com for help. Archiving does not undo payment — it just hides the invoice from the main list.

Still have questions? Tap Help in the sidebar and ask the AI product expert — it knows every feature, every button, every workflow in FieldPlexus.