Tracking and Collecting Additional Charges
Damages, late fees, cleaning, restocking — extra charges pile up across dozens of orders, and chasing them one order at a time is painful. The Additional Charges tracker gives you a single org-wide list of every extra charge, shows you at a glance what’s still unpaid, and lets you collect payment right from the list.
Find it under Finance → Additional Charges in the main menu.
This tracker is where you view and collect charges. To add a new charge, you go to the order it belongs to — see Adding Additional Charges to an Order.
The Summary Tiles
Two tiles sit at the top of the page and always reflect the whole filtered set (not just the page you’re looking at):
- Unpaid — total amount still owed across the current filter.
- Paid — total already collected.
Switch tabs or search and the tiles update to match.
Browsing with Tabs
Three tabs let you scope the list by payment status:
| Tab | Shows |
|---|---|
| Unpaid | Charges still owed — Unpaid, On Invoice, and Partially Paid |
| Paid | Fully settled charges — Paid and SD Deducted |
| All | Everything |
Partially paid charges live in the Unpaid tab. They still have a balance left to collect, so that’s where you’ll find them.
Reading a Charge Row
Each row tells you the full story of one charge:
| Column | What it shows |
|---|---|
| Customer | Who owes the charge (with their mobile number) |
| Order | The linked order — click the order number to open it |
| Category | The charge type, with its short code underneath (e.g. Cleaning Fee / CLEAN) |
| Settlement | How the charge is meant to be settled (see below) |
| Status | Where the charge is in its lifecycle |
| Amount | The total (with tax). Partially paid rows also show X paid · Y due |
| Added | When the charge was created |
| Paid On | When it was collected (blank until then) |
Settlement Types
The Settlement tag tells you how a charge is being handled:
- On invoice — billed and paid through the order’s own invoice.
- Collect separately — a standalone amount you collect directly from this tracker.
- SD deduction — taken out of the customer’s security deposit.
Only Collect separately charges can be collected from this page. On-invoice charges settle with their invoice, and SD deductions are handled from the security-deposit return flow.
Charge Statuses
| Status | Meaning |
|---|---|
| Unpaid | Owed, nothing collected yet |
| On Invoice | Rolled into the order’s invoice, settles there |
| Partially Paid | Some collected, a balance remains |
| Paid | Fully collected |
| SD Deducted | Settled by deducting from the security deposit |
| Voided | Deleted with a reason; no longer collectible |
Searching Across Everything
Use the search box to find charges by customer name, order number, or category. Search deliberately ignores the tab filter — it looks across all statuses (except voided) so you can find a specific charge no matter whether it’s paid or unpaid. Clear the search to go back to tab-based browsing.
Collecting a Standalone Charge
Any Collect separately charge with a balance left can be collected right from the tracker. You can do one at a time, or several at once.
Collect a Single Charge
- Find the charge in the list (the Unpaid tab is the quickest place to look).
- Click Collect on that row. (For a charge that’s already partly paid, the button reads Collect balance.)
- Fill in the Collect Additional Charges form (below) and confirm.
Collect Several at Once
- Tick the checkbox on each charge you want to collect. A blue bar appears showing how many are selected and the combined outstanding amount.
- Click Collect Selected.
- Fill in the form and confirm — one payment settles the whole batch.
One customer per batch. You can only collect charges for a single customer at a time. If you tick a charge for a different customer, your earlier selections are automatically cleared and a note reminds you that collection requires one customer at a time.
The Collect Additional Charges Form
Whether you’re collecting one charge or a batch, the same form opens. At the top it lists each charge and the Outstanding balance you’re about to collect.
- Collection Amount (required) — defaults to the full outstanding balance.
- Payment Method (required) — search for one of your saved methods. Don’t have the right one? Type its name and click + Create ”…” to add it on the spot.
- Payment Date (required) — defaults to today; change it if you’re recording a payment received earlier.
- Reference (optional) — a UTR, transaction ID, or cheque number for your records.
- Notes (optional) — an internal note that shows up in the payment history.
- Click Collect … to record the payment.
Partial payments work for a single charge only. When you’re collecting exactly one charge, you can lower the Collection Amount to record a partial payment — the remainder stays pending and the charge moves to Partially Paid. Batches of multiple charges always collect the full outstanding total.
Once collected, a charge moves to the Paid (or Partially Paid) status, its Paid On date fills in, and the summary tiles update.
Editing or Removing a Charge
The tracker also lets you Edit a charge’s amount and notes, or delete it (with a reason) — but only while it’s still live and unbilled. These actions are covered in Editing, Deleting, and Charge Categories.
Who Can Use This
The Additional Charges tracker sits behind Payments — Read access, and appears when the Invoicing & Billing module is enabled for your organization. Anyone who can open the page can collect charges from it.