Faster Invoicing and Payment Tracking for Small Businesses

Book Keepers help guide: Connect invoices, customer balances, and received payments so your team always knows what is outstanding.

This guide is written for company administrators, accountants, and operational users working inside the Book Keepers SaaS workspace. Menu options depend on the modules and permissions enabled for your subscription.

When to use this guide

Invoices created in documents or spreadsheets become disconnected from payments. Staff then spend valuable time confirming balances and following up on the wrong amounts.

Before you begin

• Create the customer under Accounting → Customers.
• Confirm invoice numbering and company information in invoice settings.
• Confirm the income account, tax treatment, due date, and customer opening balance.

Step-by-step workflow

1. Open Invoicing → Invoices and choose Create Invoice.
2. Select the customer and enter the invoice date, due date, items, quantities, rates, discounts, and tax values.
3. Review the total and save the invoice before sending or printing it.
4. When money is received, open Accounting → Payments and record the customer payment using the actual bank or cash account.
5. Allocate the payment to the correct invoice. If it is a partial payment, leave the remaining amount outstanding.
6. Review the customer ledger and invoice balance after saving.

Realistic business example

ABC Traders receives an invoice for PKR 120,000 due in 15 days. It pays PKR 70,000 by bank transfer today. Record one PKR 70,000 customer payment and allocate it to the invoice; the invoice should remain open with PKR 50,000 outstanding.

How Book Keepers handles the records

Book Keepers keeps customer invoices, printable records, payments, allocations, and outstanding balances in one workflow. This creates a clear history from billing through settlement.

Verify the result

• The invoice total agrees with the approved quotation or contract.
• The payment appears in the correct bank or cash account.
• The allocated amount does not exceed the payment or outstanding invoice balance.
• The customer ledger shows the invoice, payment, and correct closing balance.

Common mistakes to avoid

• Marking an invoice paid without recording the payment.
• Recording one payment twice when confirming it from a bank statement.
• Allocating a payment to the wrong customer.
• Changing a finalized invoice instead of issuing the appropriate correction.

Recommended working routine

1. Create invoices promptly with consistent numbering and complete customer details.
2. Record each collection against the correct customer and invoice.
3. Review outstanding balances every week and follow up before invoices become seriously overdue.

Need access? Ask your company administrator to enable the relevant business module and permission. Do not share an administrator account between employees.