How can I create a form that will allow me to keep track of payments?

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    Asked on March 14, 2016 at 10:59 PM

    Hey Jotform Team,

    I would like to use a form for data entry purposes as an Admin. I want to enter info on the form that will allow me to not only keep track of payments, but calculate the payments down to zero and send email notifications to client with a Payment Confirmation email showing their balance.

    For example, the full tuition amount is $7995. We received payment #1 of $3000 and their balance is $4995. Is there a way for the form to remember the balance and allow me to enter payment #2 at a later date and give the new updated balance so that I may send a new confirmation with the updated info again.

    I would like to do this until their balance is $0


    I was wondering if I could do that with an edit link with the link coming back to me instead of the client, as well as a notification email each time. 

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    Answered on March 14, 2016 at 11:37 PM

    Yes, I think it could be possible, for example, you may add a a field with the total amount to pay and one field with the partial payment, then subtract the payment amount to the total amount and get an amount pending to pay, I made a sample form to show it, you can take a look on this link:

    Feel free to clone it following this guide:

    when the form is submitted the first time it will affect the amounts, you will need to edit the submission in order to update the amounts with the payments, you will need to use the Form Calculation widget:

    This guide will help you to add the widget to your form:

    This other guide will help you with the calculations as well:

    Do let us know if you have questions when trying to apply this, we will be glad to help. 

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    Answered on March 15, 2016 at 02:38 AM

    Thank for your response. I already know how to do what you explained. However, that's not what I want. I need it to be a little more complex than that.

    I would like to use this form to track different client's payment histories. Once I fill in the form, I would like for it to autofill the next time without having to search for their previous remaining balance. I would like to be able to submit it, be able to edit it and send a notification email to client of their payment confirmation.  I want reuse the same form over and over until they reach $0 for multiple client's with the system remembering their info according to either their name or email address.

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    Answered on March 15, 2016 at 04:21 AM

    Unfortunately that is currently not possible using Jotform. To do something like that you would need to send the submission data into an external database with php and pull it back into one of the fields using some custom programming outside of jotform using the form's source code

    A possible alternative would be to setup a recurring payment option for your form. This way, the user will automatically be charged every month without having to fill up the form again. Here's a guide that can help you set it up: How to setup a recurring payment option

    If you need further assistance, do let us know.