Accounts receivable (AR) shows every customer who owes you money and for how long. Click a customer to see exactly what they were charged and what they paid, then collect it.
Accessing AR
Open Finance > AR Accounts in the sidebar (/accountsReceivable). The page needs the pos_accounts_receivable_access permission. It reads the accounting ledger, so it covers every unpaid charge: POS sales on account, bookings and account settlements.
The total always matches your accounts receivable account, and the Unpaid balances report in Reports shows the same numbers.
Balance transferred to account
When a booking is completed while money is still owing, including when it completes on its own at the end of the rental, the unpaid amount moves off the booking and onto the customer's account as accounts receivable. The booking then reads as settled, and the balance shows up here against the primary customer on the booking (the account holder).
This is intentional. Completing a rental recognizes the revenue, because the service was delivered, so the money owed becomes a receivable owed by the customer rather than a pending booking balance. Keeping it against the account holder rolls every unpaid charge for that person, across bookings and POS, into one balance, so you collect once instead of chasing each booking.
On the booking's Activity timeline you'll see a "Balance transferred to account" line with the amount and where it went. Collect it from this page or the POS register (see Collecting payment), not from the original booking, which no longer shows a balance due.
A booking that shows paid in full but still appears in AR is not a bug: its remaining balance moved to the customer's account when the rental completed. Click the customer here to see the charge.
How old a balance is
Five tiles at the top show the total owed and how it splits by age:
| Tile | What it shows |
|---|---|
| Total owed | Everything customers owe you, and how many customers owe it |
| Under 30 days | Owed for charges made in the last 30 days |
| 30 to 59 days | Owed for charges 30 to 59 days old |
| 60 to 89 days | Owed for charges 60 to 89 days old |
| 90+ days | Owed for charges 90 days old or more |
Each tile also shows its share of the total. Payments are applied to a customer's oldest charges first, so what is still owed is always their most recent charges, and the age is counted from the day of each charge.
Click a tile to list only the customers with money owing at that age. Click Total owed to see everyone again.
Filtering
The row above the list has:
- Search: a customer's name, email or phone.
- Location: shown when you have more than one location. All locations combines them.
- As of: the balances at the end of any past day. It starts on today.
- Show: Owing (customers who owe you) or In credit (customers you owe, for example after an overpayment or a refund to their account). The number next to In credit is how many there are.
- Age: the same choice as clicking a tile.
The customer list
Each row shows the customer (with their email and phone under the name), what they owe in total and by age (Under 30 days, 30 to 59, 60 to 89, 90+), their oldest unpaid charge and their last payment. The list starts with the largest balance; click a column heading to sort by it. The bottom row totals the list.
Every customer with a balance of a cent or more is listed.
Opening a customer
Click a customer to open their activity under the row:
- Each charge and payment in date order, with the booking or sale it belongs to, the amount and the running balance
- For a charge that is still partly unpaid, how much of it is still owed
- Their saved payment methods, with Add Card
- Open customer to go to their full profile
Exporting
Click Export at the top right:
- Excel workbook: an Owing sheet and an In credit sheet, with numbers stored as numbers, and an About sheet listing the date and locations.
- CSV: one file for either list.
Exports include each customer's email and phone. They cover everyone owing or in credit as of the chosen date and location; the search and age filters only change what is on screen.
Collecting payment
Outstanding balances can be collected several ways:
- From the POS register: select the customer's account, then use Settle Balance or Custom Amount to charge the outstanding amount by card, cash or terminal
- Send an invoice: create a Stripe invoice from the register and email it to the customer to pay online
- Card on file: charge a saved payment method directly from the register
Every payment is recorded in the accounting ledger and reduces the customer's balance here.
Troubleshooting
Review AR weekly. Balances in 90+ days are the hardest to collect, so follow up on 30 to 59 and 60 to 89 before they age further. Multi-location businesses can review each location on its own with the Location filter.
A balance looks wrong: click the customer to see every charge and payment, with the running balance after each.
A customer is missing: check the Location filter and the As of date, and whether they are under In credit rather than Owing.
Cannot charge a saved card: the card may have expired, or the customer may not have one saved. Send an invoice or payment link instead.