Your Payments by Customer report ranks your customers by how much they've paid you over a chosen window of time, and it's most useful when you want to see who your top-paying customers are or reconcile how much a particular customer has given you. The two pieces of the report are a "Customers / Total Payments by Customer" bar chart showing your top 10 customers, and a table listing every customer with their total payments. Clicking a customer's Total Payments number opens the All Payments report filtered to that customer, so you can see every individual payment that made up the total.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries | your current shop's country | Only shows up if you have shops in more than one country. Use it to narrow the Locations list below. |
| Locations | all your locations | On HQ, pick the shops you want in the report. Leaving all the boxes unchecked still shows every location — "nothing selected" isn't the same as "ignore this filter". |
| Order Status | all three statuses included (Estimate, Repair Order, Invoice) | By default the report counts every payment, including deposits taken on estimates. If you only want payments on fully invoiced orders, check only "Invoice". |
| Invoiced Date | no filter (all time) | Use this mode when the question is "what did we finish and bill in this period?" — it only counts payments on orders that were invoiced inside the window. Payments on estimates that were never invoiced will disappear. |
| Paid Date | no filter (all time) | Use this mode when the question is "what cash did we collect in this period, regardless of which jobs it relates to?" — it only counts payments whose payment date falls inside the window. |
| Customer Type | both Customer and Fleet included | Narrow the report to only regular customers or only fleet accounts. |
| Customers | no filter | Limit the report to a specific customer or list of customers. |
Date Filters
Both Invoiced Date and Paid Date can be active at the same time, and that gives you the intersection — each payment has to satisfy both conditions. That's a narrow, restrictive view useful for reconciliation; for everyday reporting most people pick one. Neither mode is more "correct" — they answer different questions.
Understanding Each Number
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Top 10 Customers (bar chart) | Your ten customers who have paid you the most in the current window, sorted largest to smallest | Customers whose total comes out to zero or less (for example, if refunds cancel out the payments) are hidden from the chart even if they show in the table | Quick visual of who your biggest spenders are — great for loyalty outreach, for identifying accounts to call personally, or for spotting a big payment from an unexpected customer | The chart always shows up to 10; if you have fewer than 10 customers in the window, it shows only the ones you have |
| Customer Name | The customer's name (or company name for fleet accounts). Clicking it opens that customer's profile | Rows labeled "Unassigned" in gray are payments that weren't attached to a customer — you'll want to open the order and assign one | When you want to jump straight to a customer's account from the report | Fleet accounts show the company name; individual customers show first and last name |
| Total Payments | The total amount this customer has paid you inside the current filter window. Clicking the number opens a list of every individual payment that makes up the total | Customer Credit payments (store credit being redeemed) are not counted — this is on purpose, so money sitting in their credit balance isn't double-counted as new income | When you want to see the top-line number per customer, or audit one customer's contribution | Refunds reduce the total. If a customer had $500 in payments and a $200 refund, they'll show $300 here. |
Common Questions
Q: A customer paid me by store credit. Why doesn't that payment show up here? A: Store credit ("Customer Credit") is not counted in this report on purpose. When you sell a customer store credit, that money already showed up as a payment when they first bought the credit — counting it again when they spend it would double-count the same dollar. If you want to see store credit redemptions, use the All Payments report and include the Customer Credit payment type.
Q: Why doesn't my total match the All Payments report? A: Three common reasons. First, Customer Credit payments are hidden here but visible there. Second, this report groups everything by customer, while All Payments shows each individual payment as its own row. Third, check that you're using the same date filter — if All Payments is set to "created date" and this report is set to "paid date", back-dated payments land in different periods.
Q: Why doesn't my total match my Sales Summary? A: Sales Summary is based on the order amount (what you invoiced), not on what your customer has actually paid you. A customer with an unpaid balance will show a higher number in Sales Summary than here. A customer with a prepayment or deposit will show a higher number here than in Sales Summary.
Q: Why is a customer I expect missing from the report? A: Usually one of: (1) their only payments in the window were Customer Credit, which this report hides; (2) their payments fall outside your date filter — remember both date filters default to "all time" until you actually pick one; (3) you set Order Status to only "Invoice" and their payments were all on estimates; (4) on HQ, your Locations filter doesn't include the shop where they pay you.
Q: What does "Unassigned" mean? A: A payment was recorded against an order that doesn't have a customer attached to it. All such payments are rolled up into one "Unassigned" row. To fix it, open the order in question and assign a customer — the next time the report refreshes, the payment will move to the right customer's row.
Tips for Getting the Most Out of This Report
- Decide which date question you're asking before you set a filter. Use Invoiced Date when you want "what did we finish this month?", use Paid Date when you want "what cash came in this month?". Mixing them or leaving both on "all time" is what causes most of the mismatch questions.
- Click Total Payments to audit. The number drills straight into All Payments filtered to that customer. That's the fastest way to verify a surprising total — you can see every individual payment that makes it up.
- Watch for duplicate customer rows. If the same person appears twice, they probably have two customer records. Merging them in Customers will consolidate the totals next time the report refreshes.
Still have questions? Feel free to reach out to us through the chat icon. Thanks for reading!
Comments
0 comments
Article is closed for comments.