Log check and cash payments on Kickserv invoices

1. Open Jobs > Invoices, stay on the unpaid tab and clear any filters that could hide the invoice.
2. Open the invoice, go to the Payments widget and select Add Payment, then choose to log a payment manually.
3. Enter the payment type, amount and date, put the check number in the reference, and save it.
4. If the balance is covered, select Mark Paid in the invoice header; Mark unpaid reverses it.
5. A day of mail means repeating this per check, and a payment logged without a type, or marked paid without a payment, leaves Kickserv reports and the QuickBooks sync out of step.

Log the checks from today's mail in Kickserv: Lee Residence $480 check #2207, Rivera Dental $1,250 check #5531, Tom Becker $150 cash toward his $300 invoice. Mark invoices paid only when the balance is covered.

1. 01

   Find the invoice for each payment

   Your agent reads the unpaid tab with list_invoices and matches each payment by customer and amount. Two open invoices for the same customer with no clear match stop the run with a question, instead of the newest one getting the money.

2. 02

   Check the balance before logging

   It opens get_job for the matched job. A payment larger than the balance stops for your answer. An invoice already at zero, for example paid by card through Stripe since the check was written, is skipped and flagged as a possible double payment.

3. 03

   Log the type first

   record_payment gets the method exactly as named in your payment types, the amount and the date on the check. A partial payment is logged with mark_paid set to false, so the invoice stays unpaid with the rest still due.

4. 04

   Mark paid only on a full balance

   When the payment covers the balance, the same call marks the invoice paid, which also stops automatic reminders for it. You approve the batch before anything is written unless you switched confirmation off.

Logged 3 payments, $1,880.00
Lee Residence, check #2207, $480.00: invoice 1037 marked paid
Rivera Dental, check #5531, $1,250.00: invoice 1044 marked paid
Tom Becker, cash $150.00: logged on invoice 1051, $150.00 still due
Still unpaid: 11 invoices, $7,460.00

• Kickserv does not bring an invoice balance to zero for manual payments that were not made by credit card, so the payment type is logged on the job before the invoice is marked paid.
• Kickserv Document Settings has an Automatically mark invoices paid option under Invoices.
• Kickserv Mobile Check Capture charges $1.00 per check deposit, $0.25 per failed check image and $20.00 per bounced check, and is available on all plans for accounts with Stripe.
• Kickserv staff users need the Payments permission to view, create or delete payments on a job.

record_payment asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: Kickserv help: Logging Manual Payments · Kickserv help: New Kickserv Jobs Page · Kickserv help: Mobile Check Capture · Kickserv help: Permissions

curl https://cotlet.dev/api/v1/kickserv/record_payment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"job_number":"1051","amount":"150.00","method":"Cash","paid_on":"2026-10-12","mark_paid":false}'

{
  "job_number": "1037",
  "amount": "480.00",
  "method": "Check",
  "paid_on": "2026-10-10",
  "invoice_status": "paid",
  "balance_remaining": "0.00"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is kickserv_record_payment. Example data.

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