Know your customers. Bill them right.
One record for every customer: their terms, tax numbers, prices, contracts and what they owe. Eternify Ledger bills from it, so the invoice is right before it goes out.
Contract CT-0231
ActiveLakeshore Interiors Ltd., PO 88140
- Monthly service planBilled on the 1st
- 3,200.00
- HST 13%
- 416.00
- Each invoice
- 3,616.00
Next invoice 1 November, carrying PO 88140
ScheduledIllustrative
Everything about a customer, in one place.
- 1
A record that knows the terms
Contacts, payment terms, tax numbers, exemption certificates and a credit limit sit on the customer, so each invoice starts from the right facts.
- 2
Prices you agreed once
Keep your products and services with their prices, and the price you agreed with a customer. It fills in on their invoice.
- 3
Contracts that bill on schedule
A contract carries the customer's PO number and bills on its schedule, and each invoice is ready for you to review.
From the first customer to the money in.
Five steps, and each one leaves the next less to type.
Customer
A record for every customer
Each customer has one record: contacts, terms, tax numbers, exemption certificates and the prices you agreed. Set a credit limit, and put the account on hold when you need to.
- Exemption certificates kept on file
- A credit limit and a hold
- Every invoice and payment in one history
Lakeshore Interiors Ltd.
- Credit limit
- 25,000.00
- Owing now
- 8,136.00
- Room left
- 16,864.00
Illustrative
Contract
Contracts that bill on a schedule
Write down what you agreed, with the customer's PO number, and the contract drafts an invoice on each date. The PO number is printed on every one.
- Invoices drafted on the dates you set
- The customer's PO number carried through
- Reviewed by a person before it sends
Contract CT-0231, next three invoices
| Date | PO number | Amount |
|---|---|---|
| 1 Nov | 88140 | 3,616.00 |
| 1 Dec | 88140 | 3,616.00 |
| 1 Jan | 88140 | 3,616.00 |
| Total | 10,848.00 |
Illustrative
Payments
Credit notes and payments find their invoice
When a customer returns something, a credit note takes it off the invoice, with the tax. When their payment arrives, it is matched to the invoices it settles, and any refund you owe is recorded against it.
- Credit notes with tax worked out
- Payments matched to invoices
- Refunds recorded against the payment
Lakeshore Interiors Ltd., INV-2301
| Item | Amount |
|---|---|
| Invoice INV-2301 | 3,616.00 |
| Credit note CN-0042, one shelving unit returned, with HST | -446.35 |
| Payment received | -3,169.65 |
| Left to pay | 0.00 |
Illustrative
Statements
A statement of account on request
Send a customer a statement of everything they owe, invoice by invoice, with credits and payments taken off. It is the page most collection calls start from.
- Every open invoice listed
- Credits and payments taken off
- Sent from your own email domain
Statement for Northline Supply, 31 October
- Balance brought forward
- 2,000.00
- Invoice INV-2301
- 3,616.00
- Credit note CN-0042
- -446.35
- Payment received
- -2,000.00
- Balance owing
- 3,169.65
Illustrative
Payouts
Store and card payouts, one entry each
If you already sell through Shopify, Square or Stripe, each payout arrives as one entry: sales, tax collected, refunds and fees, with the net deposit clearing it to zero. A person approves it, and the bank line is not counted twice.
- Sales, tax, refunds and fees split out
- One entry for each payout
- The bank deposit claimed by the payout
Store payout, 24 October
| Line | Amount |
|---|---|
| Sales | 4,820.00 |
| HST collected | 626.60 |
| Refunds | -150.00 |
| Fees | -112.40 |
| Net deposit | 5,184.20 |
Illustrative
One customer, one history.
Everything you sell to a customer is kept on their record, so what they owe is never a guess.
Where work starts
A person on screenYour AIEternify AssistantA store or card payoutIn Eternify Ledger
Customer recordProducts and pricesContractCredit note and paymentWhere it lands
InvoicesStatement of accountWhat customers oweThe booksWhat sales covers.
Customer records
Contacts, terms, tax numbers and history in one place.
Exemption certificates
Kept on the customer, so tax is right on each invoice.
Credit limit and hold
See room left, and stop new invoices when needed.
Products and prices
Your catalogue, plus the price agreed with each customer.
Contracts
Scheduled billing that carries the customer's PO number.
Credit notes, refunds and statements
Sent and recorded against the customer's account.
Questions, answered.
Where do I keep a customer's tax exemption certificate?
On the customer's record. When you invoice them, the exemption is there to apply, so tax is not charged by mistake.
Can I stop invoicing a customer who owes too much?
Set a credit limit on the record and you can see how much room is left. You can also put the account on hold.
Does the customer's PO number show on the invoice?
Yes. Enter it on the contract and every invoice the contract drafts carries it.
How do store payouts get into the books?
Each payout from Shopify, Square or Stripe arrives as one entry, with sales, tax, refunds and fees on separate lines. A person approves it.
Can I ask my AI about a customer?
Yes. Ask what a customer owes or when their contract next bills, and the answer comes from the record, as you, within the limits you set.
Bill them the agreed way.
We set up a customer, a contract and a credit note in a working company on the call.