Customer history — jobs, invoices and payments
By the end of this article you will know where each part of a customer’s history lives and how to answer “what do they owe us, and for what?” without leaving their page.
The balance, at a glance
The header of the customer’s page carries a chip that sums up the money:
- Due with an amount — they owe you this much across their invoices.
- Credit with an amount — you owe them: they have paid or been credited more than they were billed.
- No balance due — even.
- Credit on file — shown next to an amount due when they hold a deposit or credit earmarked for something else. The two are never netted against each other on this chip, so money you are holding for them stays visible.
The Ledger tab
Ledger is the customer’s own view of your books: every line that moved what they owe, in the order it happened, with a running Balance. It is available on the Pro and Business plans.
Each row shows the Date, a Description, the Type — Invoice issued, Payment received, Refund, Invoice voided, Deposit received, Deposit applied, Credit applied, Credit refunded — and the amount under Charge or Credit. Filter by Entry type and by From / To dates; the Opening balance and Closing balance for the range sit above the table.
Download statement produces a PDF for the dates you chose, in the customer’s language — the thing to send when they ask “what is this balance made of?” A from and to date are required.
Two actions sit on the tab for anyone who can edit billing:
- Apply credit puts a credit memo the customer already holds against one of their open invoices.
- Adjust balance issues a new credit memo for an amount and reason you give, and applies it to the invoice you choose. It is a permanent record — it appears on the ledger and the statement.
Monthly invoicing
If the customer is invoiced Monthly, the Monthly invoicing card on the Overview tab lists the completed jobs waiting for the next invoice, the total waiting, and the date the invoice will be built. Invoice now builds and sends it today instead of waiting. A customer invoiced Per job sees a note here pointing at their details, where the mode is changed.
Jobs and quotes
The customer’s page does not list their jobs. Go to Work → Jobs or Work → Quotes and type their name in the search box — the lists match the customer’s name, the notes on the job or quote, and a job or quote number. Open one to see its line items, photos and invoice.
Plans and cards
The Subscriptions tab shows the recurring plans the customer is enrolled in, what each has charged, and the cards on file that pay for them. See the subscriptions articles for enrolling, pausing and cancelling.
Photos
Every photo your technicians took of a vehicle, across all its jobs, is one click away: the camera icon on the vehicle in the Vehicles card opens its Photo History. See Add a vehicle to a customer.
Good to know
- The record survives the customer. A customer with jobs, invoices or payments cannot be deleted — only deactivated — precisely so this history stays readable. See Deactivate or delete a customer.
- Customer ID, Created, Last Updated and Last Login are at the bottom of the Overview tab when support asks for them.