Balance provides a complete overview of your financial activity. This card shows your current balance, recent transactions, and payment status in a clear format that helps you keep track of your account.
What the balance means
Balance is the net amount that a customer owes (positive balance) or has in credit (negative balance).
It combines all open transactions.
Positive Balance (Debit): the customer owes money (for example, unpaid invoices)
Negative balance (Credit): the customer has a credit balance (for example due to overpayment or refund)
Balance zero: all transactions have been settled
The card shows:
Total balance: the net amount (debit + credit)
Debit: Total amount of outstanding items
Credit: Total amount of available credit
Visual balance bar
At the top of the map you will see a graphical bar that shows the financial status:
Red: the customer has an outstanding balance (debit)
Green: The customer has credit
Gray: there is no outstanding balance
The inner bars show the debit (red) and credit (green) components separately.
Calculation of the balance
The balance is automatically calculated based on all of the customer's open transactions.
Formula:
Balance = Sum of all outstanding transaction amounts
Whereby:
Outstanding Amount (TransactionOpenAmount) = original transaction amount minus amounts already settled
Transactions with outstanding amount = 0 will be excluded (fully processed)
Transactions awaiting bank confirmation are displayed separately as Awaiting Bank Confirmation
Example:
Invoice #001: €500 (open)
Invoice #002: €300 (partially paid, €100 outstanding)
Payment: –€200
→ Debit: €600
→ Credit –€200
→ Total balance: €400 (customer owes €400)
Layout and content
Open transactions
Shows the most recent transactions that are still open or not fully settled.
Click on “Show All” to view the complete transaction history.
Closed transactions
Shows transactions that have been fully settled.
These represent final payments and invoices and no longer affect the balance.
Details per transaction
Each transaction contains:
Type: invoice, payment, chargeback, collection costs, debit or balance adjustment
Outstanding amount: the amount that still needs to be processed
Date: when the transaction was processed
Payment reference: unique reference number for support
Bank confirmation: If marked as “Waiting for bank confirmation”, the transaction has not yet been confirmed by the bank
Changes in the balance
The balance increases (Debit) when:
New invoices
Collection costs
Depreciation or adjustments
The balance decreases (Credit) when:
Received payments
Refunds
Reversal or correction
Manual adjustment via Adjust balance
When automatic settlement is enabled, payments are automatically linked to outstanding invoices.
In the case of a fully settled payment, both invoice and payment are set to zero.
Display and settings
Currency and format: according to your organization settings (for example, €123.45 or £1,234.56)
Date and time zone: follow the organization settings
Color codes: red = debit, green = credit, gray = zero
Automatic settlement: status visible via the info icon
Links to: active payment plans and collection files
Situation | Explanation |
Negative balance (Credit) | The customer has credit – this can be used for future invoices |
Partial payment | Only the outstanding portion is shown in the balance |
No transactions | The balance shows €0.00 and a message “No transactions found” |
Awaiting bank confirmation | Transactions are waiting for confirmation and are not yet included in the balance |
Automatic settlement disabled | Debit and credit can occur simultaneously; manual processing is required |
Fully settled | Transactions are closed and no longer count in the balance sheet |
What is the difference between open and closed trades?
Open transactions have a remaining balance; closed transactions are fully settled.
Why do I see both debit and credit?
When automatic settlement is disabled, payments and invoices will not be automatically linked.
What does “Pending bank confirmation” mean?
The transaction has been sent to the bank (e.g. direct debit or refund) and will only be taken into account after confirmation.
Can I manually adjust the balance?
Yes, via the Adjust balance option on the customer details page.
How often is the balance updated?
In real time, whenever transactions are created, modified or processed.
Can a customer have a negative balance?
Yes, this means that the customer has credit, for example through overpayment.
Balance: net amount owed or credited by the customer
Transaction: financial event such as an invoice, payment or adjustment
Outstanding amount: Remaining amount after settlement
Debit: amount the customer must pay (positive balance, red)
Credit: amount the customer has credit (negative balance, green)
Settlement: process of matching payments to invoices
Automatic settlement: a system that automatically links payments and invoices
Bank confirmation: Status of transactions still awaiting confirmation