Payment History: Track Every Dollar That Comes In

Every time you record a payment in SemaQuote, it becomes part of a permanent history you can access anytime. Think of it as your financial memory - always there when you need to check what came in, when it arrived, and how it was paid.

This history isn't just for record-keeping (though it's great for that). It's also a tool for understanding your clients, planning your cash flow, and making tax time a whole lot easier.

Where to Find Payment History

You can access payment history from a few different places, depending on what you're looking for.

On a Specific Invoice

Want to see all payments for one invoice? Here's the path:

1. Go to Invoices in the sidebar
2. Click on the invoice number to open the detail view
3. Scroll down to the Payment History section below the line items

This shows every payment recorded against that invoice, with the most recent at the top.

On Your Payments Dashboard

For a bird's-eye view of recent payments across all invoices:

1. Click Payments in the sidebar
2. Scroll to the Recent Payments section at the bottom

This list gives you a quick snapshot of money coming in, regardless of which invoice it's for. Check out our payments dashboard guide to learn more about what else you'll find there.

On a Client's Profile

To see every payment a specific client has ever made:

1. Navigate to Clients in the sidebar
2. Click on the client's name to open their profile
3. Look for the billing section showing their payment activity

This view is perfect for understanding individual client behavior and their total lifetime value to your business. You can learn more about what's available on client detail pages.

What's in a Payment Record?

Each payment record captures several important details:

Payment Amount

The exact dollar amount recorded. For partial payments, this shows what was actually paid - not the full invoice total.

Payment Method

How the payment was received: Card, Cash, Check, Venmo, or Zelle. This helps with bank reconciliation and powers the analytics on your payments dashboard. Not sure which method to select? Our payment methods guide has you covered.

Payment Date

The timestamp from when you recorded the payment. Ideally, this should match when you actually received the funds - which is why recording payments promptly matters.

Payment Notes

Any extra details you added when recording: check numbers, transaction references, special circumstances. Future you will appreciate good notes.

Associated Invoice

The invoice number this payment was applied to, linking the payment to the specific work you performed.

Reading the Payment History Section

On an invoice detail page, payment history looks something like this:

Payment History
  Credit Card - January 10, 2026 - +$500.00
  Zelle - January 25, 2026 - +$750.00

Each entry includes:

• A colored icon showing the payment method
• The method name
• The date you recorded it
• The amount (in green, with a plus sign)

Example scenario: A roofer checks an invoice for $3,200 and sees two payments: a $1,000 cash deposit and a $2,200 check for the balance. The timeline shows the deposit came in at project start and the final payment arrived when the job wrapped up two weeks later. The full story, right there.

How Payment History Affects Invoice Status

Your payment history directly drives invoice status:

You can always verify that the sum of all payments in the history matches what the invoice summary shows as "Paid Amount."

What Payment Timing Reveals

Your payment history tells you more than just who paid what. The timing patterns reveal a lot about how your business actually runs.

Days to Payment

Compare when you created the invoice to when the first payment landed. This tells you how quickly clients typically start paying.

Payment Frequency

For invoices with multiple payments, look at the gaps between entries. This shows you each client's natural payment rhythm.

Collection Efficiency

Compare payment dates to due dates. Which clients pay early? On time? Consistently late? The history tells the whole story.

Real-world insight: An HVAC contractor noticed that her residential clients typically pay within 3 days of getting an invoice, while commercial clients take 21-30 days. She now plans her cash flow around these patterns and times her invoices accordingly.

Using Payment History for Better Decisions

Identify Your Best Clients

Clients with prompt payment history and full payments? They deserve priority scheduling. Some contractors even offer preferred rates to consistently reliable payers.

Flag Potential Issues

Clients with a history of late or partial payments might need deposit requirements or different payment terms before you start their next job. Better to know upfront.

Forecast Your Cash Flow

Historical patterns help you predict when outstanding invoices will likely get paid. If you know a client typically pays in 15 days, you can plan around that.

Resolve Disputes Confidently

If a client claims they already paid, you've got timestamped records of every payment received. No more "he said, she said."

The Recent Payments List

On your payments dashboard, the Recent Payments section provides a quick overview:

Click any row to jump straight to that invoice for the full details.

Exporting Your Payment Records

Come tax time (or whenever your accountant needs data), you can export your payment history:

1. Navigate to the payments dashboard
2. Look for export options in the page header
3. Select your date range and preferred format
4. Download the file

The exported data includes all payment details in a format that plays nicely with common accounting software.

Keeping Your History Accurate

Good habits make for good records. Here's how to keep your payment history reliable:

Record Payments Immediately

Enter payments as soon as they arrive. Waiting creates confusion and can lead to awkward collection follow-ups on invoices that were actually already paid.

Be Consistent with Notes

Use similar terminology when adding notes. This makes searching and filtering much easier down the road.

Double-Check Amounts

Verify payment amounts against what you actually received before hitting Record. Fixing errors later is always harder than getting it right the first time.

Always Note Check Numbers

For check payments, capture that check number in the notes field every single time. Your future self doing bank reconciliation will be grateful.

Review Weekly

A quick weekly review helps you catch any mismatches between recorded payments and actual bank deposits while they're still fresh.

How Payment History Powers Your Reports

Your payment history feeds into reports you'll actually use:

• Revenue reports: Monthly and annual payment totals
• Cash flow statements: Payment timing and trends
• Client analysis: Payment behavior by customer
• Tax preparation: Income documentation for your accountant

Keeping accurate history throughout the year makes end-of-year accounting and tax filing dramatically easier.

If You Need to Fix an Error

Discovered a mistake in a payment record? Here's what to do:

1. Navigate to the invoice with the incorrect payment
2. Review the payment details to confirm the error
3. Reach out to SemaQuote support for corrections

The best fix is prevention: always verify amounts and methods before clicking Record Payment.

Your payment history is more than just a list of transactions - it's the foundation of your business's financial story. Keep it accurate, review it regularly, and use it to make smarter decisions about your clients, your cash flow, and your growth.

Need to record a new payment? Our step-by-step guide walks you through the process.