Start from the agreed job value
Keep the accepted scope and agreed amount linked to the job. For a RM1,000 job, you need a stable starting value before you can explain what has been paid and what remains outstanding.
If the customer agrees to additional work, record the change and its approval. Do not simply overwrite a job amount to make the balance look right; that hides the commercial decision that changed it.
Record each verified payment once
Suppose RM400 arrives first and RM600 later. Keep two records with their dates and references. After the first payment, the balance is RM600. After the second, it is RM0. Record a screenshot as supporting evidence if appropriate, but verify receipt in the relevant account.
Check for an existing record before adding another. A customer resending a receipt should not create a second payment. When correcting an error, keep an explanation and a history rather than quietly deleting the evidence.
Paid does not mean delivered
A deposit may arrive before work begins, and full payment may arrive before the final handover. Maintain delivery status separately from payment status so the team still sees unfinished work.
Likewise, completed work may still have an outstanding balance under the agreed payment terms. Keep that balance visible without changing the delivery history to suggest that the job is incomplete.
Review exceptions before chasing
Before contacting a customer, check whether funds have arrived, whether an amount is disputed and whether the agreed due date has passed. Use a specific next action such as ‘confirm receipt with finance’ rather than automatically sending a reminder.
Flow’s sample job view connects quotation, job and payment records. It does not transfer money or replace bank reconciliation, accounting software or tax advice. Ask for a scoped setup discussion if you need these records connected to a wider process.