Payment Methods Explained: Card, Cash, Check, Venmo & Zelle

When you record a payment in SemaQuote, you'll choose from five methods: Card, Cash, Check, Venmo, or Zelle. These cover how most contractors actually get paid by clients.

But why does the method matter? Because tracking how money comes in gives you valuable insights. Over time, you'll see which payment channels your clients prefer, which ones get you paid faster, and where you might be leaving money on the table.

Let's break down each method so you always know which one to pick.

Card Payments

Best for: Online payments, recurring clients, larger invoices

Card payments include anything involving credit cards, debit cards, or card terminals. For clients, this is often the most convenient option - they can pay from their phone or computer without dealing with cash or checks.

When to select Card:

• A client pays online through your payment link
• You swipe or tap a card at the job site
• A client gives you card details over the phone

Real-world example: A general contractor sends an invoice for a $5,000 kitchen remodel deposit. The homeowner clicks the payment link and pays with their credit card to earn rewards points. That's a Card payment.

Something to keep in mind: Card payments often come with processing fees. Many contractors build this into their pricing strategy, but it's worth tracking so you understand your actual margins.

Cash Payments

Best for: Small jobs, immediate on-site payment, clients who prefer cash

Cash is exactly what it sounds like - physical bills paid directly to you. Many contractors love cash for smaller jobs because there are no processing fees and the money is immediately available.

When to select Cash:

• A client hands you bills when the job wraps up
• You receive petty cash for a small repair
• A client tips you in addition to the invoice amount

Real-world example: A handyman spends two hours fixing a leaky faucet and replacing door hinges. The homeowner hands over $185 in cash before he packs up his tools. That's a Cash payment - simple as that.

Pro tip: Even though cash is "instant," make sure you're recording it in SemaQuote right away. It's easy to forget to log cash payments later, and that throws off your financial picture.

Check Payments

Best for: Commercial clients, property managers, larger payments

Checks remain surprisingly common in the contracting world, especially when you're working with commercial clients or property management companies. These organizations often process payments through accounts payable departments that prefer paper checks.

When to select Check:

• A client writes you a personal or business check
• You receive a mailed check from a property manager
• An insurance company or corporate client sends payment

Real-world example: An HVAC technician completes preventive maintenance on five units for a property management company. Two weeks later, a check arrives from their corporate office for $2,400. That's a Check payment.

Pro tip: Always add the check number in the payment notes field. If any bank issues come up later (bounced check, stop payment, etc.), you'll have the reference right there.

Venmo Payments

Best for: Residential clients, younger demographics, quick payments

Venmo has become incredibly popular for person-to-person payments. Many homeowners - especially younger ones - prefer it because they can pay you instantly from their phone while you're still at the house.

When to select Venmo:

• A client sends payment through the Venmo app
• You get a notification of a Venmo transfer
• The payment reference shows a Venmo transaction ID

Real-world example: A painter finishes touching up walls after furniture delivery caused some damage. While she's packing up her supplies, the homeowner opens Venmo and sends $350. That's a Venmo payment.

Good to know: Venmo has transaction limits and may charge fees for instant transfers to your bank. Keep this in mind when offering it as a payment option.

Zelle Payments

Best for: Bank-to-bank transfers, clients who want direct payment

Zelle moves money directly between bank accounts, usually within minutes. Many clients prefer Zelle because it works through their regular banking app and typically has higher transfer limits than Venmo.

When to select Zelle:

• A client sends payment through their bank's Zelle feature
• You receive a Zelle notification from your bank
• The payment reference mentions Zelle

Real-world example: An electrician finishes a $1,200 panel inspection. The client opens their Chase app, uses Zelle to send a $600 deposit, and the electrician sees it hit his account almost immediately. That's a Zelle payment.

Quick Reference: Which Method to Choose

Still not sure? Here's a simple guide:

The golden rule: Select the method that matches how the money actually moved from your client to you. If you're ever unsure, ask yourself: "How would I categorize this for my tax records?"

See Your Payment Method Trends

Once you've recorded some payments, your payments dashboard shows a payment method breakdown chart with:

• Distribution by value - Which methods bring in the most revenue
• Distribution by count - Which methods get used most often
• Trends over time - How your clients' preferences are shifting

This data tells a story. For example, if you notice clients who pay by card tend to pay faster than those who send checks, you might want to emphasize payment links more heavily in your invoice emails.

Best Practices by Goal

Want Faster Payments?

• Offer multiple payment options to reduce friction
• Include payment links in invoice emails for easy card payment
• Embrace Venmo and Zelle for tech-savvy clients

Want Better Records?

• Always select the correct method when recording
• Add reference numbers in the notes field (check numbers, transaction IDs)
• Review payment method reports monthly

Want to Reduce Fees?

• Encourage cash or check for large invoices where card fees would add up
• Use Zelle for recurring clients to avoid processing fees
• Factor any fees into your pricing from the start

When the Actual Payment Method Differs

Sometimes clients surprise you. They say they'll mail a check but then send a Zelle transfer instead. Or they mention they'll pay cash but pull out a card at the last minute.

Always record the actual payment method used, not what was originally discussed. Your records need to reflect reality for accurate bookkeeping and tax purposes.

If you realize you selected the wrong method after recording, navigate to the invoice, check the payment history, and note the correct method. For more significant corrections, reach out to support.

Understanding your payment methods isn't just about clean records - it's about understanding your business. When you know how your money flows in, you can make smarter decisions about everything from pricing to client relationships.

Ready to record a payment? Check out our step-by-step guide to walk through the process.