How to track outstanding Debts and unpaid Orders

How to Track Outstanding Debts and Unpaid Orders
Estimated Reading Time: 3 minutes
Applies to: All Plans

Quick Summary

You can track unpaid orders and outstanding debts through the Finances > Open section. This overview shows all orders that still require payment, allowing you to quickly identify clients who still need to complete a payment.

Why This Matters

Keeping track of unpaid orders helps you maintain a healthy cash flow and ensures that clients complete payments for the Credit Products or Bar/Retail Products. By regularly reviewing outstanding payments, you can follow up quickly and prevent long-term unpaid balances.

Steps

Step 1: View all unpaid orders: Go to Finances > Open
– This section shows all orders that still require payment, including orders that are Open, Pending, or marked as Chargeback.

Step 2: Review the details of an unpaid order: Go to Finances > Open > Select the relevant Order
– The order details show the product purchased, payment status, and additional information about the transaction.

Step 3: Send a payment reminder to the client: Go to Finances > Open > Click the three-dot menu next to the Order > Send payment reminder
– The client receives an email with a payment link so they can complete the payment.

Step 4: Share the payment link manually if needed: Go to Finances > Click the three-dot menu next to the Order > Copy payment link
– You can send the payment link directly to the client via email, WhatsApp, or another messaging channel.

Step 5: Check the reason for a failed recurring payment: Go to Finances > Open > Select the Order > View payment details
– If a SEPA Direct Debit payment fails, it appears as a Chargeback. The reason code explains why the payment was not successful.

Best Practice

Check Finances > Open regularly to monitor unpaid orders and follow up quickly with clients. Early follow-up increases the chance that payments are completed.

• Monitor unpaid orders in Finances > Open

• Send reminders using the payment link feature

• Review financial data in Finances > Sales and Finances > Invoices

Pro Tips

• If a client did not complete a payment, the order may remain Open until the client finishes the payment.

• If a payment attempt was started but not completed, the order may temporarily appear as Pending before returning to Open.

• If a Direct Debit fails, sending a payment reminder allows the client to complete the payment using a one-time payment method such as iDeal/WERU or Bancontact.

Common Questions

Where can I see all unpaid orders?
– You can view all unpaid orders in Finances > Open.

What does an Open order mean?
– An Open order means the payment has not yet been completed.

What does Pending mean?
– A Pending status means a payment attempt was started but has not yet been completed or confirmed. Please mind that for SEPA Direct Debit Payments the Pending status may remain for a couple of days.

What is a chargeback?
– A Chargeback occurs when a SEPA Direct Debit payment fails or is reversed. These appear in Finances > Open so you can follow up with the client.

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