---
title: "How do I record a cash or check payment?"
description: "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."
type: guide
updated: 2026-10-09
canonical_url: https://help.nestlicare.com/owners/faq/how-do-i-record-a-cash-or-check-payment
roles: ["super_admin", "center_admin"]
platforms: [web]
---
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.

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**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](/owners/billing/family-credits#when-a-family-pays-more-than-they-owe).
- 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](/owners/billing/generate-and-send-an-invoice), [Issue a refund](/owners/billing/issue-a-refund), [Invite parents to the app](/owners/families/invite-parents-to-the-app).