How do I record a cash or check payment?
Open the invoice and mark it paid manually. No fee applies, the family's balance clears, and a later refund of it is recorded, not sent.
Record it on the invoice itself: open the invoice from Invoices & Finances → Invoices, click Mark as Paid, and choose how they paid: cash, check, bank transfer, or other. On invoices in US dollars you can also pick Zelle, Venmo or Cash App; on invoices in Canadian dollars, Interac e-Transfer. Add a short note (at least 5 characters). Enter the full amount and the invoice flips to Paid; enter less and it stays open for the rest. No convenience fee applies because no money moved through online processing.
Mark as Paid shows on sent and past-due invoices. Send a draft first.
Worth knowing:
- The note you type when recording the payment stays with it. You can read it later under Payments when you open the invoice, and under that payment on the family's account page (Invoices & Finances → Accounts → the family). It also prints on the family's annual payment statement, so write it as something the family could see.
- Paid more than the invoice? Enter the full amount you received. NestliCare offers to keep the extra on the family's account as a credit: the invoice is marked paid, and the extra comes off their next invoice automatically. See Credits.
- If you later refund a manually paid invoice, the button reads Record Refund: it writes the refund down but you hand the money back yourself. Refunds are a super admin action.
- A family that will always pay offline can be marked This family pays offline from their payment-setup action, which stops online-payment reminders for them.
If a family paid cash for an invoice that auto-pay was about to charge, mark it paid promptly; paid invoices are excluded from auto-pay runs.
Related: Create and send an invoice, Issue a refund, Invite parents to the app.