# Customer ledger, balance and account statements

> Read a customer's ledger and balance due, filter by dates and location, send statements as PDF or e-mail, and export the ledger from the mobile app.

Source: https://docs.smartposhub.com/customers/customer-ledger/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

The **ledger** is the customer's account statement: every sale, payment, return and discount in date order, with what they owe at the end. Use it to answer *“how much do I owe you?”*, to send monthly statements and to check credit customers.

## Open the ledger

1. Go to **Customers › Customers** and click the customer (or **Actions › Ledger**).
2. The **Ledger** tab opens first. Set the **Date Range**, **Ledger format** (**Format 1**–**Format 4**) and **Business Location**.
3. Read the **Account Summary**: **Total invoice** and **Total paid** for the chosen dates, and the **Overall Summary** with **Balance due**.

![Ledger tab with date range, ledger format 1 to 4, location, PDF and E-mail buttons, and the Account Summary: total invoice 1,079, total paid 1,000, balance due 79](https://docs.smartposhub.com/_astro/customer-ledger-account-summary.CIzdZJQ3.png) (web app page: `/contacts/…`)
*Ledger of our example credit customer after three instalments.*

Below the summary, the table lists each line: **Date**, **Reference No**, **Type** (Sell, Payment, Sell Return…), **Location**, **Payment Status**, **Debit** (what they owe), **Credit** (what they paid), **Payment Method** and notes.

## Balance due vs advance

![Customer cards: total sales 1,079 received 1,000, balance due 79, advance balance 0, credit limit 4% used](https://docs.smartposhub.com/_astro/customer-paid-in-full-balance.CgN9U1n2.png) (web app page: `/contacts/…`)

- **Balance due** positive → the customer owes you. Negative → you owe them.
- **Advance Balance** → money they left with you (deposits, store credit).
- The **Credit Limit** bar shows how much of their limit unpaid sales use.

## Payments tab

The **Payments** tab lists every payment with date, reference, amount, method and the invoice it paid. A lump-sum payment from **Add payment** on the customer page shows as a parent payment with the share for each invoice underneath.

![Payments tab with payments, methods and the invoices they paid, including a parent payment split to an invoice](https://docs.smartposhub.com/_astro/customer-payments-tab-parent-payment.DJEamH17.png) (web app page: `/contacts/…`)

## Send a statement

- **PDF** downloads the ledger for the chosen dates; **E-mail** sends it to the customer's e-mail (when e-mail is set up).
- **Send ledger** in the quick actions does the same from the top of the page.
- Customers in the [customer portal](https://docs.smartposhub.com/customers/customer-portal/) can open their own statement at any time.

## In the SmartPOS Business app

Open the customer: the header says **Customer owes you**, **You owe this customer** or **All settled**, with *What makes up this balance* (sales not paid yet, bookings, opening balance, returns not refunded). On the **Ledger** tab pick a period (**This year**, last 7 days, this month, custom…) and location, then **Export** to PDF, Excel (.xlsx) or CSV and share it on WhatsApp, e-mail or Drive.

![App customer page: Customer owes you with balance breakdown and Receive payment](https://docs.smartposhub.com/_astro/customer-owes-you.CX1tpgRe.png)
![App Export ledger sheet with period, location and PDF, Excel or CSV](https://docs.smartposhub.com/_astro/export-ledger.bA5iAlye.png)

- [Credit sales and part payments](https://docs.smartposhub.com/selling/credit-and-partial-payments/)
- [Customers & ledger in the app](https://docs.smartposhub.com/business-app/customers-and-ledger/)

## Frequently asked questions

### What is the balance due on the ledger?

Everything the customer still owes - sales, bookings and memberships, the opening balance - minus returns, ledger discounts and payments. It is the same figure as the Balance due card on the customer page.

### How do I send a statement to a customer?

On the customer's Ledger tab choose the dates, then press PDF to download or E-mail to send it. From the contact page you can also use Send ledger.

### What are Format 1 to Format 4?

Four ledger layouts. They show the same numbers laid out differently. Try each and keep the one your customers find easiest to read.

### Why is the balance negative?

You owe the customer, usually because a return was not refunded or they paid more than they bought. Refund it with Pay Sell Return Due or let them spend it.

### Can I give a discount on the whole balance?

Yes. Use Add Discount on the contact page. It is recorded in the ledger and lowers the balance due.

### Can I export the ledger to Excel from my phone?

Yes. In the SmartPOS Business app open the customer, Ledger, Export, and choose the period, location and PDF, Excel or CSV.