Payments & receivables
Payment tracking and receivables for small businesses
Record money in and out in seconds, let SimpleERP settle the right invoices, and see exactly who owes you what and for how long.
In short
SimpleERP tracks payments and receivables for small businesses. Record a cash, bank transfer, card or cheque payment, allocate it to invoices oldest first, and every invoice balance, ageing bucket and ledger updates without anyone typing a balance.
Illustration of receivables ageing: 2,441 to collect across 5 buckets, with customer totals.
The daily job: know who owes you, and collect it
Cash decides whether a small business has a good month. SimpleERP keeps every payment in and out tied to the invoice or bill it settles, so the numbers you chase are the real ones.
- Record a payment in two taps from the invoice, on a phone if you like
- See overdue customers by age, with the amount in each bucket
- Never type a balance: invoices, parties and the ledger update themselves
Record
Record a payment from the invoice in two taps
Open an invoice and choose Record payment. The customer, the amount due and a bank or cash account are already filled in. Post it and the invoice shows paid immediately, and a numbered receipt is ready to print. On a phone, open invoices show as cards with an apply box and a sticky total.
- Cash, bank transfer, card, cheque or other, as your country uses them
- The bank reference or cheque number kept as the reference, and required for cheques
- Cash goes to the cash account and everything else to the bank, unless you pick another
- A bounced cheque is cancelled and the invoice re-opens
Allocation
One payment settles many invoices, oldest first
Customers rarely pay one invoice at a time. Enter the amount and SimpleERP fills the open invoices from the oldest due date down until the money runs out. Change any line before posting if the customer told you otherwise.
- Part payments are fine: the invoice shows partially paid and what is still due
- Apply on-account money later from the customer page or the payment
- A credit note can settle an invoice instead of cash
| Northside Retail invoice | Amount due | $1,500 applied |
|---|---|---|
| Overdue more than 90 days | $480 | $480 |
| Overdue 1 to 30 days | $960 | $960 |
| Not yet due | $2,560 | $60 |
Correct by construction
Invoice status is derived from payments, never typed
Posted, partially paid and paid are set by the database from the payments and credit notes applied to each invoice. No screen can type a balance, so the receivable on a customer, an invoice and the ledger always agree.
- Over-allocation is refused by the database
- Money beyond what is due stays on account, ready to apply later
- Cancelling a payment reverses its journal and re-opens its invoices
- Posting on or before the lock date is refused
Illustration of tax invoice INV-2026-0213 to Northside Retail with tax 10% and the amount in words.
Collections
Ageing shows who to call today
The receivables page groups what customers owe into not due, 1 to 30, 31 to 60, 61 to 90 and over 90 days, with totals per customer. Expand a row to see the invoices behind it. The dashboard shows the same total to collect every morning.
- Copy reminder writes the message with invoice numbers, amount and days overdue, or opens it in WhatsApp or email
- Customer statement with opening balance, running balance and ageing
- Payables ageing does the same for what you owe suppliers
Illustration of the SimpleERP dashboard for Harbor Supply Co.: sales 20,938, net profit 4,691, 2,441 to collect, a sales versus purchases chart and top products.
Money out
Supplier payments and refunds use the same screen
Paying a supplier is the mirror image: choose the supplier, the amount and the bank or cash account, and the bills are settled oldest first. A numbered payment voucher prints with the bills it settles.
- Refund a customer's credit note in cash or to their bank
- Receive a refund against a supplier's debit note
- Advances stay on account until you allocate them
- Payables ageing and supplier statements mirror the customer side
- Salaries, advances and staff claims are paid through payroll and expenses instead
One system
What it connects to
A payment writes one balanced journal and settles invoices or bills created elsewhere.
Invoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
See howPurchase
Purchase orders, supplier bills that receive stock, debit notes and payables.
See howAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See how
Honest limits
Not included yet
- Bank feeds: payments are recorded by hand or from the invoice
- Online payment gateway collection on invoices
- Automatic reminder schedules or reminders sent by SMS from the app
- Payments in foreign currencies with exchange gains and losses
FAQ
Questions, answered
How does SimpleERP decide which invoices a payment settles?
Auto-allocate fills open invoices from the oldest due date first until the amount runs out. You can change any line before posting, and money left over stays on account for later.
Can I record a part payment?
Yes. Any amount works. The invoice moves to partially paid and shows what is still due. Later payments add up until it reaches paid.
What happens if a cheque bounces?
Cancel the payment with the reason cheque returned. The journal is reversed and the invoices it paid re-open. Bank charges can be recorded as an expense.
Can I send payment reminders to customers?
Yes, by hand. From receivables, a customer's menu writes the reminder with the invoice numbers, total, days overdue and where to pay, then copies it or opens it in WhatsApp or email. There are no automatic schedules yet.
Does it show the tax I owe for the period?
Yes. The tax summary shows the tax you charged and the tax you paid on purchases, by rate, for a month, quarter or year, with the net payable. Where purchase tax is not recoverable, as with US sales tax, it shows what you collected. See reports.
Related
Keep reading
Invoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
Read moreAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
Read moreWholesale & distribution
Keyboard-first billing, stock across warehouses at average cost, party ledgers and receivables ageing.
Read moreBusiness owners
Cash, dues and profit at a glance, plus the approvals only you can give.
Read more
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