Payments and Receipts

The Receipts feature in RouteBot helps you record and track payments from parents for transportation services. Keep accurate financial records and know exactly who has paid.

What is a Receipt?

A Receipt in RouteBot records:

  • A payment received from a parent/family
  • The amount and date of payment
  • The contract it applies to
  • The payment method used

Accessing Receipts

  1. Click Accounting in the main navigation
  2. Select the Receipts tab
  3. You'll see a list of all receipts

Recording a New Payment

To record a payment:

  1. Click Create New Receipt button
  2. Fill in the payment details

Receipt Information

Field Description Required
Contract Select the contract this payment is for Yes
Amount The payment amount Yes
Date When the payment was received Yes
Payment Method How the payment was made No
Notes Any additional information No

Contract Selection

When you select a contract, you'll see:

  • Student name
  • Contract total amount
  • Current balance
  • Payment history

Amount Entry

Enter the exact amount received:

  • Full payment: Enter the total contract amount
  • Partial payment: Enter the actual amount paid
  • The system tracks remaining balance

Payment Methods

Common payment methods:

  • Cash
  • Bank Transfer
  • Credit Card
  • Check
  • Online Payment

Saving

Click Create to save the receipt.

Viewing Receipt Details

Click on any receipt to see:

  • Complete payment information
  • The linked contract details
  • Date and method of payment
  • Any notes

Editing a Receipt

To modify a receipt:

  1. Open the receipt
  2. Update fields as needed
  3. Click Update to save

Caution: Editing receipts affects financial records. Make sure changes are accurate.

Deleting a Receipt

To delete a receipt:

  1. Open the receipt
  2. Click Delete
  3. Confirm the deletion

Warning: Deleting receipts affects contract balances and financial reports. Only delete if entered by mistake.

Payment Status Tracking

Receipts automatically update contract status:

Situation Result
No receipts Contract shows as Unpaid
Partial receipts Contract shows as Partial
Full amount received Contract shows as Paid

Viewing Payment History

By Contract

  1. Open a contract
  2. View the payment history section
  3. See all receipts applied

All Receipts

  1. Go to Accounting > Receipts
  2. View the full list
  3. Use filters to find specific receipts

Filtering and Searching

Filter Options

Find receipts by:

  • Date range
  • Payment method
  • Contract/Student
  • Amount range

Search

Search for receipts by:

  • Student name
  • Contract number
  • Amount

Reports

Receipt data appears in financial reports:

  • Total payments received
  • Payments by date range
  • Outstanding balances
  • Payment method summaries

See Accounting Reports for more information.

Best Practices

Immediate Recording

  • Record payments as soon as received
  • Include accurate dates
  • Note the payment method

Accurate Amounts

  • Enter exact amounts received
  • Don't round or estimate
  • Match to actual bank/cash received

Documentation

  • Add notes for unusual payments
  • Reference check numbers or transfer IDs
  • Document any special arrangements

Regular Review

  • Review unpaid contracts periodically
  • Follow up on outstanding balances
  • Reconcile with bank statements

Common Scenarios

Full Payment

  1. Create a new receipt
  2. Select the contract
  3. Enter the full contract amount
  4. Contract shows as Paid

Partial Payment

  1. Create a receipt
  2. Select the contract
  3. Enter the partial amount
  4. Contract shows as Partial with remaining balance

Multiple Payments

A contract can have multiple receipts:

  1. First payment: Create receipt with initial amount
  2. Second payment: Create another receipt
  3. Continue until fully paid
  4. All receipts show in payment history

Payment Corrections

If a payment was entered incorrectly:

  1. Edit the receipt to correct the amount
  2. Or delete and re-enter
  3. Verify the contract balance is accurate

Troubleshooting

"Can't find the contract"

  • Check the contract exists
  • Verify your access permissions
  • Ensure the service period is correct

"Balance doesn't match"

  • Review all receipts for the contract
  • Check for duplicate entries
  • Verify receipt amounts are correct

"Receipt not showing in reports"

  • Check date filters in the report
  • Verify the receipt was saved
  • Confirm you're looking at the right period

Next Steps:

Last updated: March 23, 2026