Use clear customer identities
Make sure every record is linked to the right customer. A name is the basis, while a phone number, address, or extra notes can help distinguish customers with similar names.
Record every credit sale as a transaction
Save the date, amount, and relevant notes. Don't just change the ending balance, or you'll lose the history of how that balance came about.
Record payments separately
When a customer pays part or all of what they owe, save the payment as a new transaction. That way, the history of debts and repayments stays visible.
Use notes only as needed
Notes can help link a transaction to the sale or agreement behind it. Avoid storing unnecessary sensitive information.
Check the history before collecting
Before contacting a customer, make sure the latest payments have been recorded. A tidy history reduces the risk of requesting payment for amounts that have already been paid.
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