Payments collects every incoming payment — from your bank, Stripe, Shopify and QuickBooks — in one place and books it on the invoice or sale it belongs to, so you no longer tick off transfers by hand. This article describes WrkLst 10.
Where to find it
Open Sales and switch to Payments. The page is available to administrators; grant it to other roles under Settings → User Roles. Every incoming payment is listed with its account, date, payer, purpose, amount, what is still open and its status; filter by Status — To do (open and parked), Parked for a person or Done — by Account, Year and date.
Sales → Payments.
Accounts
Accounts is where you say where money arrives. Each account is read on a schedule, and what arrives is matched to open invoices and sales.
- Bank account — a German bank is read online: enter the IBAN and your online-banking login; the bank is recognised from the IBAN. Choose the TAN method — an app approval on your phone lets the schedule run by itself. The PIN is stored encrypted and never shown again; a refused PIN locks the access until you Unlock it. Elsewhere in Europe, upload the camt.053 statement your e-banking exports; the matching is the same.
- Other account (statement files) — PayPal, a marketplace or a second card acquirer: anything that gives you a statement file but has no connection of its own. Upload a statement on the account row; camt, MT940, OFX, QIF, CSV, XLSX and PayPal exports are read, PDFs are not. For a CSV you confirm once which column is what. If your bank exports something WrkLst does not read yet, Suggest a format sends a sample to support.
- Stripe, Shopify and QuickBooks — each is an account of its own, read on a schedule and matched like a bank account; each QuickBooks company is its own account.
- US bank account via Stripe — if you use Stripe and bank in the US, Link a US bank account through Stripe's secure bank login. Stripe reads new transactions every day; it charges about $0.30 per linked account per month on your Stripe account, and WrkLst adds nothing.
Read now fetches an account outside the schedule. Switch Book automatically off and every booking waits for a person. Only an account without payments can be deleted; one with payments is switched off instead.
How payments are matched
A payment whose purpose names an invoice or sale number and whose amount fits is booked by itself — including one transfer that pays several invoices — and so is a payment from a known client that fits exactly one of their open items. Everything else waits for you with ranked suggestions under Book on, each marked with what matched — Number, Customer no., Sum of several, Amount fits, Known IBAN, Name or Amount close — and you confirm with Book. Every open item is listed below in case none fits. If the purpose names an invoice that is already paid or cancelled, nothing is booked: that is a double payment or a mistake, and the payment says so. Match open payments again re-runs the matching for everything still open.
A sale paid through a Stripe or Shopify payment link is marked paid the moment the client pays; when the same money later appears in the account, it is linked to that sale and not booked twice.
Part payments, taking a booking back, setting aside
Amount to book can be less than the payment; the rest stays open and the payment shows as Partly booked. Take booking back asks for a reason: the payment on the invoice is voided — never deleted — the sale's received amount shrinks, and the transfer is parked for a person. Set aside (nothing to book) removes a transfer that belongs to nothing; Put back to work reopens it.
On the sale
A sale shows Payments received — what arrived on the accounts for it — with a link to each payment. Booking a payment updates the sale's payment status; with invoice bookkeeping switched on, it is booked on the invoice document. You can still record a payment by hand with Record payment in a sold work's action menu; see Holds & Sales.
Letting clients pay in QuickBooks
If you keep your books in QuickBooks and have QuickBooks Payments on your company, choose QuickBooks under Online payments in Settings → General Account → Integrations. The pay link on your invoices then takes the client to the invoice in QuickBooks, the payment appears in your books, and the sale is marked paid in WrkLst on its own. When a sale is sent to QuickBooks you can pick its Income account on the sale.