Mark ZenMaid appointments paid and chase unpaid balances

1. Open Appointments > List View, click Edit filters, set Show to unpaid appointments, choose last week as the time frame and click Apply Filter.
2. Compare each row with the payments received in Venmo, Zelle, PayPal or the cash envelope, matching by customer name and amount.
3. Tick the matched appointments, then choose Bulk Actions > Mark as: Paid. Card payments are skipped, because ZenMaid marks them paid on its own when a card is charged or an invoice is paid online.
4. For what is left, open Reports > Customers Sorted by Unpaid Balance, open each contact and send a reminder from Send message or create an invoice with a payment link.
5. Repeat every week. A Venmo sent under a spouse's name, a tip paid with the job, or one payment covering two cleans is where the match goes wrong, and a customer gets a reminder for a bill they already paid.

Here are this week's Venmo and Zelle payments. Mark the matching ZenMaid appointments as paid, then list who still owes us and send them a friendly payment reminder after I check the list.

1. 01

   Start from your payment list, not from ZenMaid

   You paste or forward the week's Venmo, Zelle and cash records. The agent then pulls the unpaid appointments for the same period with list_appointments, so it only matches against jobs that still show money owed.

2. 02

   Match carefully, and say how

   A payment matches when name and amount agree. A payment equal to two appointments of the same customer covers both. Partial amounts, different names or amounts that include a tip are not matched automatically; get_contact shows the customer's other appointments and balance so you can decide.

3. 03

   Mark only the confirmed matches

   The agent marks the matched appointments paid after your OK and leaves card-paid jobs alone. If one turns out to be paid already, for example because the customer paid an invoice online in the meantime, it is skipped without an error.

4. 04

   Remind only real balances

   Unmatched appointments older than the grace period you set become the reminder list, with the amount and date of each job. Customers with an open dispute in their notes are left out. Each reminder goes out from your chosen template after you approve the list.

Payments received: 14 (Venmo 8, Zelle 4, cash 2)
Marked paid: 12 appointments, $1,560.00
One Zelle covers two cleans: Martinez 7 Oct and 14 Oct, $240.00
Needs your call: "J. Carter" Venmo $135.00, no customer with that amount
Still unpaid after 7 days: Nguyen $150.00 (3 Oct), Brooks $95.00 (6 Oct)
Reminders sent: 2

• Marking a ZenMaid appointment as paid never charges the card on file, and an appointment paid by card cannot be marked unpaid or edited afterwards.
• ZenMaid marks an appointment paid automatically when the customer pays its invoice online or when you charge the card, so those jobs drop out of the unpaid filter on their own.
• ZenMaid invoices are created by hand and cannot be automated, and a generated invoice cannot be edited: you void it and create a new one.
• ZenMaid Bulk Actions > Charge Credit Cards in List View is grayed out if any selected appointment has no saved card or no Stripe or Square processor is connected.
• Cleaners cannot mark ZenMaid appointments as paid; it takes an owner or office manager login.

mark_appointment_paid and send_message ask for your OK by default. To run it weekly without you, switch confirmation off for those tools in your dashboard.

Sources: ZenMaid help: How to Mark Appointments as Paid · ZenMaid help: How to Reflect an Unpaid Balance · ZenMaid help: How to Create, Send, and Track an Invoice · ZenMaid help: Ways Customers Can Be Charged by Card

curl https://cotlet.dev/api/v1/zenmaid/mark_appointment_paid \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"appointment_id":"a_991870"}'

{
  "appointment_id": "a_991870",
  "paid": true,
  "total": "120.00"
}

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

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