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Portal Accounts Receivables

This article explains how to navigate and use the Accounts Receivables section in the Portal, including viewing customer balances and sending statements or invoices. 

The Accounts Receivables section in the Portal helps you manage outstanding customer balances, track overdue amounts, and quickly take payment-related actions, all from one centralized location. This makes it easier to stay on top of cash flow, reduce missed payments, and streamline your collections process.

Accessing the Portal

From your Dashboard, navigate to the "Portal" tab from the left-hand panel.
The Portal will open in a separate window. Click on the "Accounts Receivable" tab in the left-hand panel (dollar-sign icon). 

Accounts Receivables Options

At the top of the Accounts Receivables page, there are the following tabs:

  • Summary (default)– Gives an overview of all customers with receivables, so you can instantly see who owes what and their payment status. You can click into your customer's AR page to re-send invoices and statements. 

  • All Invoices – Displays every invoice in the system for more detailed searching or filtering.

The QuickBooks Sync tab is only relevant for users using the old Quickbooks API. It allows you to check the sync status with QuickBooks.

Summary Page Overview

The Summary page provides a searchable and filterable list of all customers with outstanding balances. This lets you quickly locate a specific account or focus only on customers with certain payment statuses.

Totals Overview (top right corner):

  • TOTAL OUTSTANDING – Overall unpaid balance across all customers.

  • CURRENT – Total balance that is not yet overdue.

  • OVERDUE – Total balance past its due date.

  • VERY OVERDUE – Total balance far past the due date, likely requiring escalation.

Search & Filter Options:

  • Search Bar – Find a customer by name.

  • Status Filter – Narrow the list to specific payment statuses (e.g., current, overdue).

Customer List Columns:

  • Company Name – The customer’s business name.

  • AR Group – The category or grouping the customer belongs to for receivables tracking.

  • Credit Limit – The maximum credit amount allowed for that customer.

  • Current – Amount due but not yet overdue.

  • Overdue – Amount past the due date but within the initial grace period.

  • Very Overdue – Amount significantly past due, indicating urgent follow-up is needed.

  • Total – Combined total of all outstanding amounts.

Viewing Customer Details

Clicking on a customer opens their account details page, where you can:

  • View Customer Details in the top left (contact info, account info).

  • See Balance Totals in the top right (current, overdue, very overdue).

  • Review Orders in a table with columns for Order ID, Address, Date, and Total.

Additional Order Table Features:

  • Filters – Filter by order, status, or date to find specific transactions.

  • Document Icon – View or re-download the invoice for that order.

  • Magnifying Glass Icon – Open the order directly in the Dashboard for more details.

Actions You Can Take

1. Send a Statement

Send a single, consolidated summary of multiple invoices to a customer, making it faster to follow up and easier for them to understand their total balance in one view.

  1. Tick the box beside the order(s) you wish to include.

  2. Click Actions > Send Statement.

  3. In the modal:

    • Toggle Send invoices as single attachment if preferred.

    • Tick Attach Invoices To Email to include each invoice separately.

    • Review or update the recipient email(s).

  4. Click Send.
    The customer will receive a PDF statement and a secure payment link, helping speed up payment collection.

2. Re-Send Invoices

Quickly resend one or more invoices in bulk, saving time and ensuring customers have the correct documents to pay promptly.

  1. Tick the box beside the order(s) to send.

  2. Click Actions > Send Invoices.

  3. In the modal:

    • Optionally send as a single attachment.

    • Confirm or update recipient email(s).

  4. Click Send.

3. Receive Payment

Record offline payments directly in the portal, keeping your accounts up to date and ensuring receivables reporting is accurate.

  1. Tick the box beside the order(s) to apply payment to.

  2. Click Actions > Receive Payment.

  3. In the modal:

    • Payment Amount – Auto-fills from selected invoices; edit if needed.

    • Payment Date – Defaults to today; change if necessary.

    • Payment Method – Select from the dropdown (for offline payments).

    • Description – Add optional notes.

    • Invoices – Displays selected invoices.

  4. Click Post Payment to record the payment.