Customer money

Where

Financials → Customer Finances → Customer Invoices

Plan

Professional and above

Permission

Receivables → Customer Invoice

What’s new: one balance, not two

Money a customer owes you used to sit in two separate places — till credit sales and finance invoices — settled on different screens. That split is gone.

A credit sale now raises a customer invoice for its unpaid balance, so everything a customer owes is an invoice. A payment recorded with Add payment on the sale, a payment recorded here under Customer Payments, and a payment the customer makes online all reduce the same invoice — and the sale’s own Paid and Balance stay in step.

Credit sales made before this change join in once your administrator has converted them. Until then, settle those with Add payment on the sale.

How to invoice a customer

Use an invoice for services, rent, deliveries billed later, or a monthly account — anything with no goods going over the counter. Goods handed over, even on account, belong at the till as a credit sale, which raises its own invoice.

The full walkthrough — lines, tax, due dates, posting and sending — is in invoicing a customer. In short:

1. Go to Financials → Customer Finances → Customer Invoices and click New invoice.
2. Pick the Customer, enter what you are billing, and Save. A new invoice is always a Draft.
3. Open the row menu and click Post to GL. Posting sets it to Sent, adds it to what the customer owes, and emails the customer.
4. Send it again whenever you need to with Send, Print or Download.

The Customer Invoices list now includes credit sales

Invoices raised by credit sales appear in the same list. They show the sale’s items and can be sent, printed and paid like any other, but they are changed and cancelled from the sale, not from here.

How to record a payment against invoices

1. Go to Financials → Customer Finances → Customer Payments and click New payment.
2. Pick the Customer and the Location, and set the Payment date.
3. Under Allocations, set the Amount, the Method and the Invoice on the first line.
4. To split one payment across several invoices, click Add line for each and set the amount and invoice on each. The Total beneath is the payment — you never type a header figure.
5. Leave the Invoice as On account (no invoice) for anything you cannot allocate. It sits as credit on their account.
6. Save, then Post to GL from the row menu.

An allocation to an unposted invoice is silently dropped

If the invoice you pick was never posted, that part of the payment is quietly treated as on-account credit instead. The money is not lost, but the invoice stays fully open and nothing tells you.

If a payment does not seem to have cleared an invoice, check the invoice is posted.

• You cannot allocate offline. The invoice list is fetched live, so with no connection the only option is On account.
• The dropdown shows every invoice for that customer, including paid and draft ones.

How to credit a customer

1. Go to Financials → Financial Transactions → Customer Credit Notes and click New credit note.
2. Pick the Customer and Location, set the date, and write the Reason.
3. Click Add line and enter a Description, Qty and Unit price for each item.
4. Save, then Post to GL from the row menu.

A credit note is never applied to an invoice

It reduces the customer’s overall balance by sitting alongside their invoices as a credit. It does not clear the invoice it relates to.

So the original invoice keeps its full balance, keeps ageing, and keeps triggering chase emails, while the credit sits beside it. The Applied status exists but nothing ever sets it — it is a note to yourself.

How to see what a customer owes

Go to Financials → Customer Finances → Customer ledger and pick the Customer.

• Debit rows are what they owe — invoices (including those raised by credit sales) and opening balances.
• Credit rows reduce it — payments and credit notes.
• Remaining on a debit row is what is still owed; on a credit row it is unused credit.

For the whole picture across customers, use AR Aging.

Unapplied credits inflate your aged debt

AR Aging adds up everything with a remaining balance — including unapplied payments and credit notes, which should reduce the total rather than increase it.

So a credit note you have issued, or a payment left on account, makes your Total outstanding look bigger. Read the customer ledger for the true position on any customer that looks wrong. The same applies to AP Aging.

How to chase customers automatically

There are three automatic chasers: a reminder before an invoice falls due, an overdue notice, and a monthly statement with a pay link the customer can settle online.

All three are switched off by default, and there is no screen to turn them on — it is a settings change. If you have never received a copy of a reminder, they are off.

All three cover credit-sale debt as well as invoices you raised yourself, because a credit sale’s balance is now an invoice.

The monthly statement’s pay link is worth knowing about: one payment from it settles several invoices at once, oldest first, and anything left over stays as credit on the account. See getting paid online.

There is no customer statement screen in the app.

Screens here that do not do what they say

Recurring Invoices never generate anything

You can create a schedule, set a cadence and a next-generation date, and watch it sit there. There is no job that reads these schedules. No invoice is ever created.

The form also never saves the template lines, so every schedule is empty anyway, and the cadence list offers Daily and Yearly, which the server rejects outright.

Raise each period’s invoice by hand.

Customer Advance Payments record nothing financially

There is no Post to GL on this screen and no posting behind it. A deposit recorded here never reaches your accounts, your customer’s ledger or your aged debt. The Applied and Balance columns can never change, and the Partially applied / Fully applied statuses are labels you set by hand.

To take a real deposit: record it as a Customer Payment with the allocation left on On account (no invoice) and post it. That genuinely books the money and leaves a credit you can allocate later.

• Customer Disputes is a complaints log. It puts no hold on the balance and nothing else reads it. The Resolved on column never fills in.
• Service Contracts is a maintenance diary. Completing a visit bills nothing, and the next and last visit dates do not move on their own.

Undoing things

There is no reversal for anything on the customer side

Change status → Cancelled flips a label and does not reverse the customer’s balance or the accounting entry. Delete hides the document and leaves both behind.

For invoices, Cancelled is not even offered in the list.

The exception is an invoice raised by a credit sale. Cancelling the sale cancels its invoice and does remove the debt from the customer’s account — provided no payment has been applied to it. See credit sales.

The proper reversal machinery exists only for supplier invoices and payments. On the customer side, the least-bad correction is a credit note — bearing in mind it will not clear the original invoice.

A note on plans

The menu marks these as Professional, but the server allows invoices and payments from Standard. Unfortunately the buttons are controlled by a Professional-level permission, so on Standard and Growth you can open these screens and find no New, Post or Delete buttons at all. In practice you need Professional.

Related

• Invoicing a customer
• Credit sales
• Getting paid online
• Troubleshooting invoices and online payments
• Financial reports
• Setting up your books