While the Accounting Status column provides live information from your accounting software, many businesses use a separate Payment Status column to make payment progress easier to track within their operational workflow.
Using a dedicated status column allows your team to quickly identify which Jobs are awaiting payment, have received a deposit, are fully paid, or require follow-up, while still keeping the information synchronized with your accounting system.
Why Use a Separate Payment Status?
The Accounting Status column displays information returned directly from Xero or QuickBooks Online, such as:
Invoice Number
Due Date
Outstanding Balance
Payment Status
While this provides detailed accounting information, a separate Payment Status column gives your team a simple visual indicator that can be used throughout the JobBoard for Filters, Views, and Automations.
Create a Payment Status Column
On the JobBoard, hover beside an existing column and click the + icon to add a new column.
Choose Status as the column type and name the new column Payment Status.
Once created, click into the new Status column and select Edit Statuses. From here, you can add and rename statuses, change their colors, and arrange them in the order that best represents your payment workflow.
This gives you complete flexibility to create a Payment Status workflow that matches how your business handles payments.
Common Payment Statuses
Many businesses create a Payment Status column with statuses such as:
Waiting for Payment
Deposit Paid
Paid in Full
Overdue
These statuses provide an easy-to-understand view of where each Job sits in the payment process.
Some businesses also include additional statuses such as:
Cash Sale
Paid In Store
EFT Received
Payment Waived
Refunded
This is especially useful for businesses that accept payments outside of their accounting integration, such as through a retail counter or point-of-sale (POS) system.
Keep the Status Updated Automatically
The recommended approach is to use JobBoard Automations to keep the Payment Status column synchronized with your accounting integration.
For example:
Trigger
Accounting Status changes to Waiting for Payment
Action
Update Payment Status to Invoice Created
Or:
Trigger
Accounting Status changes to Paid in Full
Action
Update Payment Status to Paid in Full
This ensures your operational workflow always reflects the latest payment information without requiring manual updates.
For more information, see JobBoard Automation: Accounting Status.
Use Payment Status Throughout Your Workflow
Once your Payment Status is being updated automatically, it becomes a powerful workflow tool.
You can:
Filter the JobBoard to show unpaid Jobs.
Create Views for Accounts or Sales teams.
Trigger customer reminder emails.
Notify Production when deposits have been received.
Prevent dispatch until payment is complete.
Highlight overdue Jobs requiring follow-up.
Because it is a standard Status column, it can be used anywhere that other JobBoard statuses are used.
Extend the Workflow for Your Business
The Payment Status column is completely customizable.
Many businesses add additional statuses to reflect their own payment process, particularly when payments are received outside of Xero or QuickBooks Online.
For example, you might add statuses for:
Waiting for Deposit
Deposit Paid
Awaiting Final Payment
Paid in Store
Cash Received
EFT Received
Payment Confirmed
These custom statuses can be updated manually or through additional automations, allowing your payment workflow to reflect the way your business operates.
Best Practice
Use the Accounting Status column as the source of truth for information returned from Xero or QuickBooks Online, and use a separate Payment Status column to drive your operational workflow.
This gives your team a simple, visual way to manage payment progress while taking advantage of Hoops' powerful filtering, Views, and Automation capabilities.