How to track customer accounts and credit

Open an account for the customers you work with regularly: work is posted as debt, money received is posted as a collection, and the balance carries itself. This page covers the flow, how credit meets the till, and fleet customers.

Who needs an account?

If you are paid the same day you do not need one; a normal takings entry is enough. Accounts are for customers who pay later: the shop down the road, a company with service vehicles, a fleet that settles at month end. Opening accounts for one-off customers bloats the list and hides what you are really owed.

Step by step

Open Accounts, choose Add customer, and enter name, phone and an optional note.
At handover choose on account instead of payment. The app asks which account to post to; pick from the list or open a new one on the spot.
The list shows who owes what and your total outstanding.
When you are paid, tap Collect and enter the amount — or Collect all to clear the balance.
Entries keeps every credit job and every collection in date order.

Credit does not show in the till — on purpose

A job posted on account does not enter the till that day; it enters when the money actually arrives. That is what keeps the evening count matching the cash in hand. If your till looks low, check accounts first: the work may be done and simply not yet paid for.

Report setting: the period report can show revenue by "the day it was collected" or "the day the work was done". If much of your work is on credit, that choice changes what the month looks like — it is worth reading both.

Fleet customers

For a company with several vehicles, open one account and post every car's work to it. Month end produces a single statement, which is what their accounts department wants. If you need to see it car by car, the plate is already on every entry line.

Monthly statement

At month end you share a statement with the customer: debt, collections and running balance in one document. It is the cheapest tool you have for getting paid faster — you answer "how much do I owe you" before it is asked.

Common mistakes

Forgetting to record a collection: the money is in your pocket but the debt is still on the books. The customer gets a wrong statement and trust suffers.
Opening an account for everyone: the list swells and real receivables disappear into it.
Panicking over a low till: check outstanding balances first; the money is not missing, just not collected yet.
Never sending statements: a debt nobody reminds you of gets paid late.