When a client pays with a check, it’s important that the payment is entered properly into GorillaDesk to avoid discrepancies.

Below is our step-by-step system for entering a check correctly.

Step 1: Open the Invoice

Click on the invoice, then click the three dots at the top of the screen.

Step 2: Click “Add Payment”
From the dropdown menu, select Add Payment.

Step 3: Choose Payment Option

Click to choose the payment option.

Step 4: Select “Check”
From the payment types, select Check.

Step 5: VERY IMPORTANT – Verify the Check Before Entering
Before entering any payment information, verify that the check is written properly:

• ✔ The total amount is correct
• ✔ The written value matches the numeric value
  • Example: $450 must be written as “Four hundred fifty dollars”
• ✔ The check is signed
• ✔ The date is present
• ✔ The check number is visible

Once verified:

• Enter the check number
• Enter the exact value of the check

Accuracy here prevents accounting issues later.

Step 6: Click “Add Payment”
Select Add Payment using the check number.
(The check number you entered will auto-populate.)

Step 7: Click “Confirm”
Confirm the payment entry.

Step 8: Click “Close”
Close out the payment screen.
Final Step (Office Procedure)

TURN CHECK INTO OFFICE AT THE END OF THE DAY.

Every technician is responsible for submitting physical checks to the office daily to ensure proper deposit and recordkeeping.

Why This Matters

Proper payment entry:

• Keeps our financial records accurate
• Prevents duplicate or missing payments
• Protects both the technician and the company
• Ensures clean reconciliation at month end. Makes less work for the office team.

Attention to detail reflects professionalism. Taking an extra 30 seconds to verify and enter a check correctly protects the integrity of the entire company. If we want to be the best we have to do more than the rest. We have to pay attention to details