Track customer payments, refunds and money owed
Record a sale, add instalments when payment is due in parts, and log each payment on the date you received it. If you return money, record a refund separately. The CRM helps you follow amounts paid, refunded and still outstanding; it records these transactions but does not collect payments or send refunds through a bank or payment provider.
Key facts
- Sales
- Value of the work or goods sold
- Payments
- Money received, with its payment date
- Refunds
- Money returned, recorded separately with its date
- Outstanding
- Sale amount less payments already recorded
- Currencies
- Review totals in their own currency
Sales and money collected answer different questions
A sale recorded in one month can be paid in the next. The sale date tells you when the business was sold; the payment date tells you when money arrived. Refunds use the date money was returned. These dates let the reports show activity in the correct period.
Example: a partial payment followed by a refund
For a 500 sale with 300 received and 50 returned, recorded payments are 300, refunds are 50 and net money collected is 250. The original unpaid balance remains 200: a refund does not automatically create a new debt for the customer.
If an earlier payment is refunded this month, this month’s net collection can be negative. That describes cash leaving during the selected period; it is not the same as a negative sale price.
A cancelled sale is not proof of a refund
Cancelling a sale and returning money are different actions. Do not use cancellation as a substitute for recording a real refund, and do not record money as returned until it has actually been returned.
Review and share the results
Use the payment overview to find unpaid amounts and the analytics or report screens to review sales, receipts and refunds. Keep different currencies separate; the CRM does not treat unlike currencies as one cash total.
Steps
- Record the saleEnter the customer, sale items, amount and sale date. Add instalments with due dates when payment will arrive in parts.
- Record each paymentEnter the amount and the actual payment date, including partial payments. Check the remaining balance before contacting the customer.
- Record money returned separatelyAfter returning money through your normal payment method, record the refund against the sale with its date and amount. Recording it here does not initiate a bank refund.
- Review the relevant periodUse the same date range when comparing sales, receipts and refunds. Check overdue instalments in the pending-payments screen.
Frequently asked questions
Does the app collect payments or issue bank refunds?
No. It keeps your business records. You receive or return money using your normal payment method, then record the event in the CRM.
Can I record less than the full instalment?
Yes. Record the partial payment when it arrives and review the remaining amount.
Why can a month’s net collection be negative?
Refunds made during the selected month can exceed payments received during that month, even when the original payment was received earlier.
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