Use the Client Ledger

The Client Ledger is one running balance per client (it used to be called store credit). A positive balance is credit the client holds with you. A negative balance is money they owe you for visits put on their ledger. Every movement is a line in the ledger history, with its ticket, who did it and when. Nothing is ever edited: a mistake is undone with a movement in the other direction.

What moves a ledgerCopy a link to this section

• Put on Ledger: at checkout, the Client Ledger payment option pays the visit with credit the client holds, and, when Put on Ledger is allowed, puts the rest on their ledger (they owe it).
• Ledger Credit: a line you add at checkout to prepay onto the ledger. It loads when the ticket is paid.
• Record Payment: on the client profile, money the client paid outside a ticket (cash goes in the open register). To settle visits, use Reconcile Ledger instead: it opens a settlement ticket that is charged like any ticket.
• Refunds: a refund can go back to the Client Ledger instead of the card or cash. Refunding a visit paid with the ledger gives the ledger back. Refunding a settlement ticket puts what was refunded back on the ledger: the client owes it again.
• Adjust Ledger: add credit or charge by hand, always with a reason. The reason stays with your team unless you tick Show this note to the client; otherwise the client sees Balance adjustment.
• Rewards that pay out as ledger credit, and change or overpayment kept on the ledger.

Turn on Put on LedgerCopy a link to this section

1. Open Settings → Features → Client Ledger Settings.
2. Turn on Allow Put on Ledger.
3. Set the Default Credit Limit: how much any client may owe. Leave it at 0 to allow it only for clients you give their own limit.
4. Choose which roles get each permission: View Client Ledger, Put on Ledger, Reconcile Ledger, Adjust Ledger, Refund to Client Ledger and Sell Ledger Credit.

With Allow Put on Ledger off, no client can go below zero, whatever their limit: the Client Ledger option only spends credit they hold.

Set one client's credit limitCopy a link to this section

On the client profile, in Client Ledger, choose Set Credit Limit. Leave it empty to use the business default. A visit that would take the client past their limit is refused at checkout.

Put a visit on the ledgerCopy a link to this section

1. Check the client out as usual.
2. Choose the Client Ledger option. It shows how much the client can use: credit they hold plus the room under their credit limit.
3. Pay. The visit is complete and paid; the client's balance goes down by the amount.

Revenue, tax, commission and the tip are counted on the visit, the day it happens, for the staff member who did it, exactly as if the client had paid cash. Settling the ledger later never counts them again.

A member without Put on Ledger can still spend credit the client holds, but cannot put a visit on the ledger.

See who owes moneyCopy a link to this section

The client list has a Ledger Balance column (negative in red, credit in green). Sort it, filter it by amount, or use the quick filters above the list: Owes Money, Has Credit and Zero Balance. The client export includes the balance. Reports → Ledger Balances lists every client who owes or holds credit, with what is owed split by age (0–30, 31–60, 61–90 and 90+ days).

StatementsCopy a link to this section

On the client profile, choose Ledger Statement. Pick a period (days are your business's days, in its time zone) to see the opening balance, every movement, the closing balance, what is owed and its aging, and any Overpayment kept as credit.

• Print Statement opens the print dialog; choose Save as PDF to keep or attach it.
• Send by Text or Send by Email sends the client what they owe with a payment link for all of it. It needs Reconcile Ledger and the payment link permission. The link follows your usual payment link rules (it expires, and stops once paid).

What clients seeCopy a link to this section

In your booking page's account and your branded app, clients see My Ledger: their balance, what they can spend, and every movement (without your staff notes). A client who owes money gets Pay Balance, which opens a payment link for everything they owe.