See what a customer owes and print their statement

Use this when you want to know how much a customer owes you, or to give them a statement of everything they’ve been billed and paid.

The customer ledger lists every bill and payment for one customer, with a running balance. The receivable summary lists all customers and what each one owes.

Before you start

• Don’t see Accounting or the Customer ledger tab? Ask your shop owner to let you view the customer ledger (Customer Ledger › View).
• To add an opening balance or a manual entry, you also need Customer Ledger › Add & edit entries.

Steps

On a computer

1. Go to Billing › Accounting.

   The Customer ledger tab opens. You can also open a customer and click their Customer ledger tab.

2. Choose the customer in the box at the top right.

   You see Total debit (what they’ve been billed), Total credit (what they’ve paid) and the Closing balance. A red balance means the customer owes you. Green means nothing is owed, or they’ve paid extra.

3. To narrow the list, pick a date range or a Type, for example Job invoice or Payment.

   

   Desktop

4. To give the customer a statement, click Print or Download. Click Export for a spreadsheet.

On a phone

1. Tap More › Sales › Billing, then Accounting.

2. Choose the customer.

   You see Total debit, Total credit and the Closing balance.

3. Tap Print or Download to share a statement with the customer.

Done!

You can see exactly what the customer owes, and you have a statement to print or send them.

See everyone who owes you

Open the Receivable summary tab next to Customer ledger. Each customer shows their Total debit, Total credit and Balance, highest first.

• Set Balance type to Receivable to see only customers who owe you, or Overpaid to see customers who paid extra.
• Click a customer, or View ledger, to open their ledger.
• Click Export to download the list.

Desktop

Add an opening balance or a correction

If a customer owed you money before you started using BytePhase, add it as an opening balance.

1. In the customer’s ledger, click Opening balance.
2. Type the Amount. A positive amount means the customer owes you. A negative amount means you owe the customer.
3. Set the As of date and click Save.

For any other correction, click Add entry. Give a Date and Description, and fill in Debit (customer owes more) or Credit (customer owes less).

Good to know

• Entries add themselves. Job invoices, sale invoices, AMC invoices, payments and refunds appear in the ledger on their own. You only add opening balances and corrections by hand. Corrections added with Add entry can be edited or deleted from their row.
• One ledger for all your businesses. A customer’s ledger covers every business you run. The printed statement uses the details of your default business.
• Why the balance can differ from the customer’s profile. The ledger counts every job, sale and AMC contract, whatever its status. The amount due on the profile only counts closed or delivered jobs.
• Credit note. When you refund an invoice, the ledger shows a Credit note for the refunded amount. See Give money back for a repair.