In this article, you will learn how to easily manage billing milestones for complex jobs with Payment Schedules.

Payment Schedules are designed to provide flexibility by dividing the total job cost into manageable payments, each with its own optional due date or event-based milestone. This helps streamline billing, ensures consistent cash flow, and offers clients a convenient way to pay over time. Payment Schedules essentially create sub-payments within a single invoice, not multiple invoices within a single job. 

You can build these schedules around how your business operates and what’s required for each job, whether that means tying payments to specific project stages, delivery dates, inspections, or client approvals.

Enabling the add-on

1. From the navigation bar, select the Feature Center
2. Select Payment Schedules
3. Turn the toggle switch on/off to enable/disable the add-on

Adding a payment schedule to a job

1. Open the job you want to add a payment schedule to
2. Select the Items tab
3. Ensure your job has items
4. Select Add payment schedule
   
5. Create your payment schedule:
   
   1. Calculation method: Choose between splitting your payments up by flat dollar amounts or percentages

   2. Add payments: Specify the amount for each payment

      Add up to 12 payments per schedule to meet the demands of your workflow and keep projects on track.

   3. (Optional) Due dates: Add or remove a due date for each payment
   4. (Optional) Notes: Add an event-based milestone for each payment (e.g., parts ordered, parts received, work completed, etc.)
   5. Select Save 

The payment schedule will now be added to your job and can be found at the bottom of the Items tab on the job page.

Collecting payments 

You'll have two options for collecting payments on your payment schedules: Adding payments manually or sending the payment schedule for your client to pay online. 

Manually adding payments

As a Workiz admin, you'll be able to add payments directly from the web app.

1. From the Items tab on a job page, scroll down to Payment schedule
2. Next to the payment to you want to add, select the Add payment icon
   
3. Choose the payment type (e.g., cash, credit, etc.) and enter your payment 

Sending payment schedules

Payment schedules can only be sent to clients as part of an invoice. If you have not created an invoice yet, you will be prompted to do so in order to send the schedule. 

1. From the Items tab on a job page, scroll down to Payment schedule
2. Next to the payment to you want to send, select the Send invoice icon
   
3. If prompted, create an invoice
4. Send your invoice via text or email

What clients will see

Your clients will receive a text or email with a link to the client portal, where they can view the payment schedule you created. If you are signed up with Workiz Pay, your clients can pay the predetermined portion via credit card or bank transfer online.

Keeping track of payments

After payment is made within your schedule, the payment status will automatically be reflected in your job page. You'll see which payment have been made (full or partial), as well as future payments that remain unpaid.