Payment & Debt (Accounts) Tracking

In service businesses such as dry cleaning, carpet washing, shoe care, tailoring, and car wash, sustainable cash flow is only possible with healthy accounts management. Seeing customer balances clearly, setting risk limits, systematically reminding overdue receivables, and ensuring seamless collections across channels (cash register/POS, online payment, payment links) are the shared goals of finance and operations teams. This module provides an end-to-end solution with account cards, statements, risk limits, aging reports (30/60/90), reminder flows, partial/full payments, and Excel/PDF exports.

Account Card & Balance Logic

Each customer has a unique account card. The card includes debit/credit movements, outstanding balance, risk limit, and payment history. It also stores branch information, communication preferences (SMS/WhatsApp/email), invoice/tax details, and compliance data. If the same customer has transactions in multiple branches, balances are consolidated, while branch-level details can be separated with one click.

Payment Channels & Integration

• Cash register/POS: Collections automatically sync with Ödeal, Hugin, Pavo; SmartOne and Omnitech in Azerbaijan.
• Online payments: PayTR and iyzico support card payments, secure 3D, partial/full refunds, and failed transaction handling.
• Payment links: Generate single-click payment links from account cards, send via SMS/WhatsApp, and track status.
• Cash/check/bank transfer: Manual or semi-automated reconciliation with cashier or bank transactions, with receipt notes and file attachments.

Risk Limits & Rule Engine

You can define a risk limit for each customer. When exceeded, the system can display cashier alerts, place online orders into “pre-approval,” or restrict them to prepaid only. Early warnings such as “80% of limit reached” can also be set. For corporate clients, limits can be configured at group level (company–branch–employee).

Aging & Prioritization

Track overdue balances in 30/60/90+ day segments to prioritize collections. Aging reports can be filtered by branch, customer group, payment channel, order type, and campaign impact. Quick shortcuts like “Top 20 risky customers” give cashier/field teams actionable lists.

Reminder Flows (Dunning) & Message Templates

Set up polite but effective dunning flows for overdue balances. Example:

1. Due date +2 days: SMS/WhatsApp reminder with payment link.
2. Due date +7 days: Second reminder; PDF statement link, installment options.
3. Due date +14 days: Call task; IP PBX callback tracking and call notes.
4. Due date +30 days: Soft restriction (e.g., prepaid only for new orders) and manager notification.

Messages are personalized with variables: {name}, {balance}, {dueDate}, {link}, {branch}. Opt-in and quiet-hour rules align with the SMS/WhatsApp module.

Partial, Multi, and Cross-Payment Scenarios

• Partial payments: Settle part of the balance; remaining debt and interest (if any) are recalculated.
• Multi-payments: Combine card + cash + bonus in one transaction; synced with POS/online payments.
• Cross allocation: One payment distributed across multiple invoices/orders, clearly shown in the statement.
• Refunds/offsets: Refunded amounts are deducted from receivables or transferred to customer wallet/bonus.

Statements, Excel/PDF Exports & Sharing

Each account card generates a statement (period start–end, balance carried forward, debit/credit movements). Statements can be exported as Excel and PDF. PDF allows customization of logo, header/footer, page number, and timestamp, with confidentiality labels like “Internal Use Only.” Excel exports come in UTF-8 format, with local date/currency formats and pivot-friendly long tables.

e-Invoice/e-Archive Compliance

e-Invoice and e-Archive document creation, transmission, and cancellation are integrated into the account flow. When payment is received, e-document status is noted on the statement; cancellations/refunds automatically reflect correction entries. Teams can easily answer questions like “Payment received, but what’s the document status?” in one view.

Reporting: Credit Risk, Collections & KPIs

• Risk utilization: Limit occupancy rates; list of restricted customers.
• Collection KPIs: Daily/weekly/monthly collections; success/failure rates, reminder response rates.
• Top debtors: Top 20 customers with branch/category breakdown and last payment date.
• Aging heatmap: Distribution across 30/60/90+ days, trends, and seasonal impacts.

Multi-Branch & Authorization

Head office sees consolidated account summaries; branch users see only their own customers’ balances. Role-based permissions control who can “view/download statements,” “add payments,” or “change limits.” Audit trails log who changed what and when.

Operational Best Practices

• Standard codes: Manage refund/discount/credit codes with dictionaries for comparable reports.
• Clear wording: Use polite, actionable wording (with payment links) in reminder templates.
• Limit discipline: Set limits during onboarding; manage exceptions with notes and approval flows.
• Excel standards: Standardize column names and date/currency formats for faster audits.

FAQ

Can I send bulk statements? Yes. Share PDF statement links in bulk with filtered customer groups.

Are payment links secure? Yes, PayTR/iyzico generate unique, SSL-secured, time-limited links with status tracking.

What happens if the risk limit is exceeded? It depends on your rules: warnings, prepaid-only, or pre-approval flow.

Can I export aging reports to Excel? Yes. The same filtered view can be exported to Excel/PDF.