The Financial tab on a customer profile holds everything money-related
for that one customer: what they owe, what they've paid, their quotes,
invoices, payments, credits and statements. Parent accounts don't have this
tab; open a division to see its money (the parent shows a combined balance
instead, see Parent Accounts).
The three numbers at the top
| Tile | What it shows |
|---|---|
| Outstanding | What the customer owes now, across open and partially paid invoices. Drafts, paid and void invoices aren't counted. Amber when something is owed, red when an invoice is past due. The line under it shows draft invoices and any credit on file. |
| Billed & Collected (LTD) | Life to date. Billed is the total of every invoice, including drafts, less any cash discount the customer earned by paying cash or check; a void invoice counts until it is deleted. Under it: the amount collected and the collection rate, plus money deposited after Stripe fees when there were card payments. |
| Net Profit (LTD) | Cash basis: money collected from this customer minus expenses tagged to them and the Stripe fees on their card payments. Unpaid invoices don't count until paid. |
Each tile has an ⓘ that explains the number in the app.
Credit on file applies itself to the customer's next invoice. To use it
sooner, open an unpaid invoice and choose Apply Credit or Collect
Payment. When some of the credit is a card-price overpayment by check or
cash, a Review link appears beside it; see
The buttons
On a computer, beside Financial Records:
and Activity statement… (see below).
On a phone, Add Invoice sits beside the title and everything else is in
the ⋮ menu (Add quote, Issue credit, the drafts list and the
three statement options).
Quotes, Invoices, Payments, Expenses
A switch under the buttons picks the list, each with a count.
Quotes shows Quote #, Date, Amount, Status (Draft, Sent,
Approved, Declined, Expired) and Expires. View Quote opens one.
Invoices shows Invoice #, Date, Amount, Status and Due Date. Under the
number, a Source line says where the invoice came from: Rate Card
(made by cycle billing), a quote, or Manual with its service period. The
status cell also shows how it was delivered (Not Sent, Printed,
Mailed, Sent (Email) and email results). A partly paid invoice shows
"$X still due" under the amount. A draft reads DRAFT with "Not yet
issued" until it is sent.
Each invoice's ⋮ menu offers, when they apply:
| Action | When |
|---|---|
| View details (or Continue draft) | Always |
| Edit Invoice | Draft, open or partly paid invoices (not deposit invoices or replaced revisions) |
| Collect Payment | Open, partly paid or overdue |
| Send Receipt | Paid |
| Mark as mailed | Not sent yet, so a printed invoice you posted doesn't keep reading Not Sent |
| Push to QuickBooks, Xero, QuickBooks Desktop or FreshBooks | When that accounting connection is set up |
| Void Invoice | Open or partly paid |
| Delete Invoice | Drafts and void invoices |
Payments shows Date, Amount, Status, Method, Reference, Type and Applied
To. Incomplete means a payment page was opened and nothing was paid; it
is not money. Processing (ACH) is a bank payment still clearing. Use a
row's Reverse to undo a recorded payment (see
Recording Payments and Credits).
Above the list, Payment Methods shows the customer's saved cards with
Set Default and Remove, and Add card on file saves a new card
without leaving PortaPro.
Expenses lists expenses tagged to this customer, which feed Net Profit.
On a phone each list is a column of rows with the same columns and actions,
and Filter & sort opens one sheet for sort order, status and dates.
Issue credit
Issue credit opens Issue credit to balance:
| Field | Notes |
|---|---|
| Amount ($) | |
| Reason type | Prepayment received (the customer paid ahead), Goodwill / service credit, or Dispute adjustment. |
| How was it paid? | Asked for a prepayment: Check, Cash, ACH / bank transfer, Credit card or Other (Zelle, Venmo…). Check, cash and ACH credit earns the cash price under the Cash Discount Program. |
| Memo (required) | Why the credit was given. |
The credit sits on the account and applies itself to the next invoice.
Statements: balance or activity
There are two kinds of statement. Pick the one that answers the customer's
question.
| Balance statement | Activity statement | |
|---|---|---|
| Answers | "What do I owe right now?" | "What happened on my account between these dates?" |
| Shows | Every open and partly paid invoice, aged into buckets, and any credit on file | The opening balance, every charge, payment and credit in the period with a running balance, and the closing balance |
| How | Balance statement (PDF) to download, or Email balance statement… | Activity statement…, pick a period, Open PDF |
Email balance statement… fills Recipient with the customer's email
(leave it blank to use the email on file), takes an optional note, and sends
with Send statement.
Activity statement… offers Last 30 days, Last 90 days, Month to
date, Last month, This quarter, Last quarter, Year to date,
Last year and Custom range (tap two dates on the calendar). The
opening balance is what was owed the day before the period starts. A
balance in the customer's favour prints as credit.
Both use your company's time zone for every date. Customers can download the
same two statements from their portal. To email every customer a balance
statement each month automatically, turn on Monthly statements in
Settings → Finance → Invoices.