Collect a payment
How money the customer pays gets recorded on a job, approved by the office, and settled — plus what the Collections report and cash deposits show.
Every payment in KaryaFlow belongs to a job. A technician records it on their phone, or the office records it on the Dashboard. Either way the office has to approve it.
Record a payment on the Dashboard
Open the job and go to the Collections tab. The card is called Payments.
Click New payment
The New payment dialog opens, with the line Record money collected from the customer.
Enter the amount
Type the figure in Amount.
Set the payment date
It cannot be a future date.
Choose the payment method
Cash, UPI, Bank Transfer or Cheque. Cash is picked for you.
Add a description if it helps
Free text, such as Final payment for AC installation.
Click Record Payment
The row appears in the list, marked Pending.
If the customer owes money from before, a Collect dues button appears beside New payment. Use it to take that older money on this visit. It pays down the oldest balances first, and shows Remaining due after this as you type.
What the four states mean
| State | What it means |
|---|---|
| Pending | Recorded, waiting for the office to check it |
| Approved | The office agreed the money came in |
| Paid | Settled |
| Rejected | The office turned it down |
A pending row with no payment method is shown as Balance due. That is money the customer owes and has not handed over. It is not a payment.
The panel at the top of the card totals it up: Customer still owes or Fully settled, plus With office for review and Confirmed paid.
Approve, reject and fix a payment
The icons at the end of each row do this:
| Action | When to use it |
|---|---|
| Approve | The amount matches the receipt |
| Reject | It does not. You have to give a reason, and the technician sees it. |
| Edit | Correct a pending payment |
| Split / fix amount | The technician recorded more than they actually took. Keep what came in; the rest moves to balance due. |
| Mark paid | Settle an approved payment |
| Reopen | Put an approved or paid payment back to pending so you can edit it |
| Delete | Remove a pending payment entirely |
Write a real reason when you reject. The technician reads it on their phone, and amount doesn't match the receipt saves a phone call that rejected does not.
See every payment in one place
Go to Reports → Collections. This is the whole workspace, not one job — Payment collections across jobs, AMC and rentals.
Four cards sit above the list:
| Card | What it counts |
|---|---|
| Payment recorded | Money received: approved, paid, and recorded but not yet approved |
| Awaiting approval | Money the collector already has, waiting on the office |
| Balance due | What customers still owe. This money has not arrived. |
| Rejected | Entries the office turned down. Neither received nor owed. |
The list shows where each payment came from, tagged Job, AMC, Manual, Rental or Rental Deposit.
You can approve, reject and mark paid straight from this list, one row at a time or in bulk. Tick the rows and the bar tells you exactly what it will do — for example Approve 12 of 15, with the remaining three explained as 2 already approved · 1 balance due.
Export downloads what you are looking at.
Cash the technician is still carrying
Cash collected at a customer's door sits in the technician's pocket until they hand it to the office. Cash Deposits in the sidebar tracks that.
Track every cash handover to the office — when it came in, who deposited it, and what's still in hand.
Cash position shows what each technician has collected, deposited and still holds. To log a handover:
Pick the technician
Search for them, or click their row in the table below.
Enter the amount and date
A line tells you what stays in their hand afterwards. If you type more than they hold, it says Exceeds cash in hand and will not save.
Add details if you have them
More details opens the deposit method, the bank or UPI reference, notes, and a photo of the slip. All optional.
Click Record deposit
It is logged as Pending.
A deposit does not reduce a technician's cash in hand until somebody confirms it. Go to the History tab and click Confirm on the row.
Technicians can also start a deposit themselves from the app. Those arrive here as pending, waiting for you.
If your workspace does not use this, the page reads Cash Deposits Disabled and cash is treated as going straight to the office.