How to track customer payments and money owed
Record the sale, split it into instalments with due dates, then log each payment as it actually arrives — including partial ones. The balance updates itself, the pending payments screen lists everyone who still owes you, and overdue amounts are colour coded so they cannot be scrolled past.
Key facts
- Instalments
- Due date and amount each
- Partial payments
- Recorded individually, balance recalculated
- Overview
- Pending payments screen, all customers
- Overdue
- Colour coded
- Reminders
- Optional, per instalment due date
Why "paid: yes/no" is not enough
A single paid flag cannot express the situation most small businesses are actually in: 300 received against 500, on a job delivered last month, from a customer who is generally good for it. Recording payments individually keeps that nuance and computes the balance, so no column drifts out of date.
Reading the screen
| What you see | What it means |
|---|---|
| A plain row | Outstanding, not yet due |
| A colour-coded row | Past its due date |
| A reduced amount | Partial payments have been recorded |
| No row at all | Settled in full |
Keeping revenue and collection apart
The analytics report what you sold and what you actually collected as two separate figures, per currency. That pair is the honest picture of a month, and it is also what the exported Excel file carries.
Steps
- Record the saleCreate the sale with its line items and total. New sales default to accepted, so real orders reach the analytics without an extra step.
- Split it into instalmentsAdd an instalment for each expected payment with its own due date and amount — a deposit and a balance, or four term payments.
- Log payments as they arriveRecord each payment against the instalment, including partial payments. The remaining balance is recalculated rather than maintained by hand.
- Watch the pending payments screenIt lists every outstanding balance across all customers, with overdue amounts colour coded and a tap through to the sale.
- Let the reminders make the callsAn instalment due date can raise a reminder, so the follow-up happens on the day rather than three awkward weeks later.
Frequently asked questions
How do I see everyone who owes me money?
The pending payments screen lists every outstanding balance in one place, with overdue amounts colour coded and a tap through to the sale and customer behind each one.
Can I record a payment smaller than the instalment?
Yes. Partial payments are recorded individually and the remaining balance is recalculated automatically.
Will the app remind me to chase a payment?
Yes, if you set a reminder on the instalment due date. It works like an appointment reminder, including the full-screen alarm option.
Can I export the list of unpaid balances?
Yes. Filter the list to what you want and export it — the file matches the screen exactly, filters included.
Updated: 2026-07-30Türkçe