On this page (11)
- How does EasyTaskr manage customer credit?
- What happens at the point of sale?
- How do I see who owes what?
- How do statements and reminders work?
- How does the credit book work for small shops?
- How should I set a credit limit?
- Step by step: a week of credit control
- How much is late payment costing me?
- What should I set up first?
- See it in a tour
- Questions people ask
How does EasyTaskr manage customer credit?
It sets a limit, checks it at the moment of sale, and then makes it easy to see and collect what is owed. Credit is a loan of your stock, and like any loan it needs three things: a ceiling, a clear record and a way to ask for the money back without souring the relationship.
Every customer can have a credit limit. A limit of zero means no limit, so set one deliberately for everyone who buys on account. A customer can also be suspended, which stops all buying on account until you lift it.
What happens at the point of sale?
The limit is checked where the debt is created. When an order is confirmed, EasyTaskr compares the customer's balance plus the order with their limit. If it would go over, the order is refused and the message shows the credit available and the order total. Drafts are not checked, so a rep can take the order and the office can sort out the account first.
At the till, a sale on account shows whether it fits. If it does not, it needs a manager's PIN to go through, so an over-limit sale is always a decision someone made, never an accident at a busy counter.
How do I see who owes what?
The Debtors screen, headed "Who owes you", splits everything owed by age. Tap an age to see only that slice.
| Age bucket | What it usually means | What to do |
|---|---|---|
| Not due yet | Normal trade credit | Nothing; make sure the invoice was received |
| 1 to 30 days overdue | Forgotten or slow | A friendly reminder |
| 31 to 60 days | A habit is forming | A call, and hold new credit until it is paid |
| 61 to 90 days | Real risk | Stop supply on account; agree a plan |
| Over 90 days | Likely trouble | Cash only; consider recovery |
Customers are listed by how late they are, so the call that matters most comes first. Each invoice is aged on its own, which matters: a customer who pays this month's invoices but leaves one from three months ago still shows up in the oldest bucket.
How do statements and reminders work?
A statement shows the opening balance, every invoice and payment, and the closing balance. From a customer's page you can download it as a PDF or send it on WhatsApp.
Reminders follow a schedule. By default a gentle message goes a day after the due date, a firmer one at a week and a final one at two weeks. The To chase list shows who is due a reminder and lets you check who gets one before anything is sent. You can send one now, remind everyone due, mute a customer you are already talking to, or skip one. Once an invoice is paid it is never chased again.
Automatic reminders need a connected WhatsApp business number. Without one, Remind opens your own WhatsApp with the message already written and you press send. If a customer replies STOP, they are not reminded again until you lift it with their agreement.
How does the credit book work for small shops?
A corner shop does not want invoices for a loaf of bread on a tab. The credit book keeps the old notebook way of working: a name and an amount. Gave on credit records what they took, with a few words or the items if you want them, and checks it against the limit you set for that person. Got paid records cash in, and their balance goes down. The entry can be sent to the customer as a WhatsApp receipt, which is not counted as a reminder.
How should I set a credit limit?
Start from what the customer buys and how long your terms are. A customer who buys about 1,500 a week on 30-day terms needs around 6,500 of credit just to keep trading normally, so a limit of 7,500 gives a little room. A limit far above that is not generosity; it is how a slow payer turns into a large bad debt. Review limits every few months against what each customer actually buys.
Step by step: a week of credit control
- Open each account customer and set a credit limit that matches how much you can afford to wait for.
- Agree payment terms and make sure they show on every invoice.
- On Monday, open Debtors and tap the oldest bucket first.
- Call the customers at the top of the list; a call works better than a message for old debt.
- Open To chase and check who is due a reminder this week.
- Mute anyone you have just spoken to, so they do not get a message the same day.
- Press Remind all, or send reminders one by one.
- When a customer pays, record the payment against their invoices; their reminders stop.
- For anyone over 60 days, send a statement on WhatsApp so they can see every open invoice.
- Put customers who keep going over on a lower limit, or suspend them until the account is clear.
How much is late payment costing me?
More than it seems, because the cost is the money you cannot use. A worked example: you sell 40,000 a month on 30-day terms, and customers actually pay in 52 days on average. That is 22 days late, or about 29,300 of your money sitting with customers at any time (40,000 × 22 ÷ 30). Bring the average down to 38 days and about 18,700 of that comes back into your bank. Numbers like these are only a sample; the debtors screen gives you your own. Our guides on customer credit for wholesalers and getting invoices paid faster go deeper on terms and collection.
What should I set up first?
Set a limit on every account customer before their next order, connect a WhatsApp business number if you want reminders sent for you, and check the reminder schedule fits your terms. Then make Monday the day you look at Debtors. Credit control is mostly habit, and the screen is built so the habit takes ten minutes, not an afternoon. For how credit fits your wider cash flow, start with that guide.
See it in a tour
Short guided tours of the real screens, with sample data. No sign-up.
- Getting paid on timeMoney owed by age, the customers behind it oldest first, and reminders that go out on WhatsApp on a schedule and stop when the invoice is paid.
- Shops that owe, oldest firstMoney owed by age, the shops behind it oldest first, and reminders on a schedule that stop when the invoice is paid.
- The corner shop tab, without the notebookA name and an amount, checked against his limit, with a receipt he gets on WhatsApp.
- Rice and dhal "on the book"Credit written down the way the paper book was, checked against her limit, with a receipt she can see.
- Who is late, and who to leave aloneThe longest-owed first, STOP respected, reminders sent from her own WhatsApp, and a payment taken at the till.
- A polite reminder, and the money comes inWho owes, longest first, a reminder written for him, and the payment recorded when she comes in.
Questions people ask
What happens when a customer goes over their credit limit?
An order that would take them over is refused when it is confirmed, with the available credit and the order total shown. At the till, a sale on account over the limit needs a manager's PIN. A suspended customer cannot buy on account at all.
What are the ageing buckets?
Not due yet, 1 to 30 days overdue, 31 to 60, 61 to 90, and over 90. Each invoice is aged on its own, so one old invoice shows up even if the customer pays their newer ones.
When are payment reminders sent?
By default at 1, 7 and 14 days after the due date, each invoice getting one reminder per step. You can see who will get one before anything is sent, mute a customer you are already talking to, and a paid invoice is never chased again.
Are reminders sent by email or text?
Reminders go on WhatsApp. Automatic sending needs a connected business number; without one, the Remind button opens your own WhatsApp with the message ready and you press send.
Can a small shop keep a simple tab instead of invoices?
Yes. The credit book records Gave on credit and Got paid against a name and an amount, with items only if you want them, and checks each entry against the limit you set.
Can customers pay an invoice online?
Where pay links are switched on, an invoice can carry a link or QR code to pay by card, and a paid link records the payment against the invoice by itself.
