Money

Collecting payment

The Collect Payment sheet on the job and on the driver's phone: cash, check, card, Tap to Pay, a payment link, Venmo, Cash App, Zelle, invoice later, and what each one records.

This applies to both workflows

What are the two workflows?

Collect Payment is the same sheet everywhere it appears: on the job page, on the driver's phone, and at the end of a completion. It shows what is owed, offers the methods you have turned on, and records the money in one place no matter which one you pick.

Every collection has an invoice behind it

You do not have to create one. If the job has no invoice yet, taking a payment creates it, numbers it and marks it paid, and the customer gets a receipt. That is why the money always reconciles, and it is why there is a record even for cash. See Invoices and receipts.

Where the button is

On the job page, once the work is done. Pressing Collect Payment on an in-progress junk job completes it and opens the sheet in one press.
On the driver's job screen, so the crew can take money at the kerb without calling the office.
From an invoice, by sending the customer a payment link instead. That path is on Invoices and receipts.

The sheet only offers what you can actually complete. Everything that moves money through Stripe is hidden until Stripe Connect is connected under Settings > Money > Billing & Payments, and the person-to-person options appear only for the handles you have filled in there.

Option	When it is offered	What happens
Tap to Pay	Stripe connected, the feature enabled, and you are in the HaulHQ app on a phone that supports it	The customer taps a card or phone against the back of yours. Nothing else to carry.
Card	Stripe connected	You key the card in yourself, with the tip step if you have tipping on.
QR / Pay Link	Stripe connected	Creates the customer's payment page. Hand them the device, show the QR code, copy the link, or send it to them (below).
Cash	Always	Type what they handed you and the sheet works out the change.
Check	Always	Confirm the amount and photograph the check. The photo is kept with the payment.
Invoice Later	Stripe connected	Nothing is collected. The invoice is marked sent so you can chase it afterwards.
Paid Outside HaulHQ	Always	You collected it somewhere we cannot see. Records the amount so the job is not left looking unpaid.
Venmo, Cash App, Zelle	The handle is filled in under Settings > Money > Billing & Payments	Shows a QR code (or your uploaded Zelle code, or the handle to copy), then you confirm you received it.

How each one is recorded

Whatever you pick, the invoice records how it was settled and, for everything except one, a payment is written against the job. This table comes from the same lists the product uses.

Recorded on the invoice as	Recorded as a payment	Money actually moved?
Card (Stripe)	Card	Yes
Cash	Cash	Yes
Check	Check	Yes
Venmo	Venmo	Yes
Cash App	Cash App	Yes
Zelle	Zelle	Yes
Paid outside HaulHQ	Other	Yes
Marked paid manually	No payment recorded	No

Marked paid manually is the one that records no money

Mark Paid on an invoice is a status change and nothing else: it says "this is settled", not "this is where the money came from". Use it when the payment genuinely happened outside anything we can see, and prefer Paid Outside HaulHQ on the job, which at least records the amount.

The full vocabulary a payment can carry, for anyone reading an export:

Method	Value in your export
Card	stripe_card
ACH	stripe_ach
Tap to Pay	stripe_tap_to_pay
Cash	cash
Check	check
Venmo	venmo
Cash App	cashapp
Zelle	zelle
Other	other

The deposit comes off automatically

If the customer paid a deposit, the sheet shows the job total, the amount already paid and the balance due, and it collects the balance. You never subtract it yourself. If for any reason we cannot work out what has already been paid, the sheet says so and offers no amount at all rather than asking for the full total, because cash and checks are counted by hand off that number.

Sending the customer a payment link

On the QR / Pay Link screen there is a send button that uses every channel you have on file for that customer, and separate Send via Text and Send via Email buttons under it for when you deliberately want one. The send happens on our side, so it works from a desktop, it is logged in the job's communications, and the result tells you per channel what actually went.

Pick the top one unless you have a reason

A customer who has both a phone and an email gets read on whichever they happen to look at. Choosing a single channel is guessing which one that is.

Tips and extra charges

Tips are offered on the card paths: the customer's own payment page and the manual card entry on the driver's phone. Turn them on and set the presets under Settings > Money > Billing & Payments on the Invoicing tab. Cash, check and P2P record no tip.
Extra charges are added by the crew on the driver's job screen before payment, each with a description and an amount. They join the job's line items, so the customer sees what they are paying for.

A job with no price yet

A job booked online from a price range arrives with a total of $0, because the range was a quote and not a price. Pressing Collect Payment on it opens the pricing step first: the line items editor, prefilled with one editable row from the quoted range, so you set the real price and go straight on to payment. The button says Add Items & Collect when that is what will happen.

When the sheet refuses

The job is a trip on a work order for an invoiced customer. That customer is billed by one consolidated invoice against their PO, so money taken at the trip could never be matched to it. The sheet names the work order and tells you to invoice the work order instead.
The balance could not be read. Check the invoice for the figure and try again rather than guessing.
A driver is collecting on a job that is not theirs, or their role does not allow it.

Common mistakes

"I took cash but there is no invoice, so there is no record."

There is. Cash creates the invoice if one does not exist, marks it paid with the amount and the change given, and emails a receipt. Open the job and look at the invoice link, or find it in Invoices.

"I pressed Invoice Later and the job still says Completed."

That is what Invoice Later does today: it marks the invoice as sent and leaves the job where it is. To chase the money, open the invoice and use Send Invoice, which is the action that starts the overdue reminders.

"The customer paid a deposit and the sheet is asking for the full amount."

It is not, unless the deposit could not be read -- and in that case it offers no amount at all and says so. What you are looking at is the job total on the line above the balance due. The bold figure is what to collect.

"There is no card option on the sheet."

Stripe Connect is not finished. Every card path, the payment link and Invoice Later are hidden until it is. Connect it under Settings > Money > Billing & Payments.

"I want to charge a card over the phone but Tap to Pay is not there."

Tap to Pay needs the HaulHQ app on a supported phone; on a desktop it never appears. Use Card to key it in, or QR / Pay Link and send the customer the link.