How to Track Customer Outstanding and Settle Balances

Chasing overdue invoices one order at a time is slow. The Customer Outstanding page flips the view around: instead of a wall of invoices, it shows you a ranked list of customers and exactly how much each one owes — most first. From there you can call the customer, record a payment against a single invoice, or take one lump sum and settle it across all their open invoices at once.

Why Use Customer Outstanding?

  • See your biggest debtors first — the list is sorted by total outstanding, so the customers to chase are at the top.
  • Act without hunting — record a payment or settle a whole balance right from the customer row, no need to open each order.
  • Spot overdue risk fast — overdue counts and days-overdue are called out in red, and an Overdue only toggle filters to just the problem accounts.

This page lives under Payments → Customer Outstanding (/payment/outstanding). Anyone with payments access can view it, but recording or settling payments requires the payments.write permission — without it, the Settle and Record Payment buttons are hidden and the page is read-only.

Reading the Outstanding List

At the top of the page, three summary cards give you the headline numbers across all customers:

CardWhat it means
Total OutstandingThe sum of every customer’s unpaid invoice balance.
CustomersHow many customers currently owe you money.
Overdue InvoicesHow many invoices are past their due date.

Below the cards, each row is one customer:

  • Customer — the customer name.
  • Mobile — tap the number to call the customer directly (click-to-call).
  • Outstanding — the total unpaid balance for that customer.
  • # Invoices — how many open invoices they have; a red N overdue badge appears when some are past due.
  • Oldest Due — the due date of their oldest unpaid invoice, with a red Nd overdue note when that date has passed.

All amounts follow your organization’s currency settings.

Finding and Filtering

  • Use the Search customer box to jump to a specific customer by name.
  • Turn on Overdue only to hide customers who are current and show just those with past-due invoices.
  • Click any column header (Customer, Outstanding, # Invoices, Oldest Due) to re-sort the list.

Viewing a Customer’s Invoices

Click a customer row — or the View Invoices button — to open the invoices drawer. It shows that customer’s Total Outstanding at the top, then a card for each unpaid invoice with:

  • The invoice number (click it to open the invoice document).
  • A Nd overdue badge when the invoice is past due.
  • The invoice total, how much has been Paid, the Due date, and the remaining balance.

Recording a Payment Against One Invoice

If you have the payments.write permission, each invoice card shows a Record Payment button. Use this when a customer pays off a specific invoice.

  1. Click Record Payment on the invoice you want to apply money to.
  2. Enter the amount received, choose the payment method, and set the payment date.
  3. Save. The invoice is marked Paid if the amount covers the balance, or Partially Paid if it doesn’t.

The drawer, the customer list, and your dashboard totals all refresh automatically once the payment is recorded.

Prefer to clear several invoices with a single payment? Use Settle instead (below) — it spreads one amount across many invoices for you.

Settling a Lump Sum Across Invoices

When a customer pays a round amount that should cover multiple invoices, the Settle button (on the customer row) does the allocation for you. This action also requires the payments.write permission.

The Settle window offers two ways to distribute the money — pick one using the tabs at the top:

Option 1 — Lump sum (auto FIFO)

This is the default. You enter one amount and Rentablez applies it to the customer’s invoices oldest-due first.

  1. Click Settle on the customer row.
  2. The Amount Received field pre-fills with the customer’s full outstanding balance — adjust it if they paid less (or more).
  3. Choose a Payment Method (you can search existing modes or create a new one on the spot), set the Payment Date, and optionally add a Transaction Reference ID and Payment Notes.
  4. Review the live Preview panel. Every open invoice is listed with a status chip:
ChipMeaning
Will clearThe payment fully covers this invoice.
PartialThe payment covers part of this invoice’s balance.
UntouchedThe amount ran out before reaching this invoice.
  1. The preview footer shows how much you’re paying of the total and the Balance after the payment. Click Record Payment to confirm.

Overpayments. If the amount received is more than the total owed, the extra shows as Excess. By default it stays kept on account with the payment. If your organization has the customer wallet feature enabled, you’ll also get the option to Credit to wallet instead.

Option 2 — Allocate manually

Switch to the Allocate manually tab when you want to decide exactly how much goes to each invoice.

  1. Enter an amount next to each invoice you want to pay, or click Full to fill in that invoice’s entire balance.
  2. The header keeps a running Allocated total and the Balance after figure so you can see the effect as you type.
  3. Fill in the Payment Method, Payment Date, and any reference or notes, then click Record Payment.

You can’t allocate more than an invoice’s remaining balance — the app will flag it if you try. The Payment Date also cannot be in the future.