03 · Money · money lens

Payments and customer credit

Record what customers pay, allocate it across invoices, and manage each customer's credit limit, payment terms and outstanding balance.

5 min read · updated 28/05/2026

Who can do this

Role	View	Generate	Finalize	Record payment	Void	Counter sale
Owner	Allowed	Allowed	Allowed	Allowed	Allowed	Allowed
Manager	Allowed	Allowed	Allowed	Allowed	Not allowed	Not allowed
Accountant	Allowed	Not allowed	Not allowed	Allowed	Not allowed	Not allowed

Overview

A customer pays Rs 2,50,000 by UPI against four open bills. Where does it land? Neev records the money once and splits it across the right invoices for you, oldest first. Each invoice updates to unpaid, partial or paid on its own, and the customer's outstanding balance drops in real time. No more guessing which bill is settled and which is still open.

Where to find it

Recording money happens on the Payment record screen at /payment-record. It opens contextually — from an invoice or a customer, not from a fixed sidebar item — so you always land on it with a customer and their open invoices already loaded.

To see a customer's running position, open Customers → pick the customer (/customers/[id]). The customer page shows credit limit, outstanding balance and full payment history.

Web is where you record and allocate payments. This is web-only.
Mobile (the admin app's Credit tab) is a read-only receivables-aging view — total outstanding, aging buckets, today's collections and your top past-due accounts. You cannot record a payment from mobile.

Key concepts

Outstanding balance — the sum of a customer's finalized and sent invoices that aren't fully paid, minus the payments offsetting them. Money tied to already-paid invoices is left out so nothing gets counted twice.
Allocation — one chunk of a single payment pointed at one invoice. A Rs 2,50,000 tender split across three bills writes three allocations, each as its own payment row.
Credit limit — the most a customer is allowed to owe you at once. Set per customer in their credit settings.
Payment terms — when the bill is due. Set per customer in their credit settings; new customers default to COD.
Auto-hold — on by default. When a customer is over their credit limit, new orders are held instead of going straight through.

Common workflows

Open Payment record for the customer

From an invoice or a customer, land on /payment-record. The customer, their outstanding balance and their open invoices load automatically.

Enter the amount and method

Type the amount they paid. Pick UPI, Cash, Cheque or NEFT/RTGS, and add a reference (UPI ref, cheque number or bank reference) if there is one.

Let it allocate, oldest first

Neev spreads the amount across the customer's open invoices starting with the oldest, marking each one fully allocated, partial or queued. The summary shows outstanding before and after.

Record and allocate

Hit Record & allocate. Each invoice's payment status moves to unpaid, partial or paid on its own, and outstanding refreshes.

To set a customer's terms, open their customer page and save their credit limit, payment terms and whether auto-hold is on. To check what someone has paid you over time, the same customer page lists every payment, newest first.

Role notes

Owner, Manager and Accountant can all record and allocate payments — they each hold the invoicing.mark-paid permission. Recording money is the only credit action that is permission-gated.

Where they differ is everything around the payment. Only Owner can void an invoice. Manager and Accountant cannot void — if a payment landed on the wrong bill, the fix is a new corrective payment, not a void. Accountant has no operational access at all: no creating or processing orders, no inventory, no dispatch. Manager runs day-to-day operations but cannot raise HSN overrides or toggle a customer's blacklist.

Role	Record payment	View outstanding & history	Void invoice	Create / process orders
Owner	Allowed	Allowed	Allowed	Approval
Manager	Allowed	Allowed	Not allowed	Approval
Accountant	Allowed	Allowed	Not allowed	Approval

Tips & time-savers

Tip

Don't split a customer's payment by hand. Enter the total they sent and let Neev allocate it across their open invoices oldest-first — one tender, the right bills settled, in one click of Record & allocate.

The amount field defaults to the suggested figure — the smaller of the selected invoice's balance and the customer's total outstanding — so a full settlement is usually one keypress away. The amount-in-words line under it (e.g. "TWO LAKH FIFTY THOUSAND RUPEES") is there to catch a fat-finger before you commit.

Gotchas

Warning

An allocation is rejected if it is more than an invoice's remaining balance, if the invoice isn't payable (it must be finalized and not already paid), or if it belongs to a different customer. You also can't put two allocations on the same invoice in one payment. If Record & allocate refuses, check the amount against what is actually still due.

Warning

Auto-hold is on by default. Once a customer crosses their credit limit, their new orders are held instead of flowing through — so a stale or too-low credit limit can quietly stall a regular buyer. Keep limits current.

Invoices: generate, finalize, void, mark paid Approvals: held orders and new-buyer activation

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