Payments & Collections
"I'm tired of chasing my own money." If that's you, this is your screen. Record what's been received and paid, see in one glance exactly who still owes you, and send a polite nudge before a due date slips into a bad debt. Recording payments is free on every plan; a focused Collections workspace with reminders and risk-scoring comes on higher plans.
Read this first
- Recording a payment closes the loop. It updates the invoice/bill, the party's ledger, and your outstanding totals — instantly.
- Outstanding vs Overdue: Outstanding is everything still owed; Overdue is the slice that's past its due date. Chase overdue first.
- Reminders use saved contacts. WhatsApp/email nudges go to the customer's phone/email on their party record.
- MGH never auto-debits anyone. You record receipts and send reminders; the customer pays.
What this covers
| Feature | What it does | Plan |
|---|---|---|
| Record Payment In/Out | Log money received / paid | Shuruat |
| Outstanding & Overdue | See dues on Dashboard & reports | Shuruat |
| Collections workspace | Customers, Invoices & GST views | Samridhi |
| Collections Analytics | Trends & ageing analysis | Samridhi |
| Customer Risk & Audit | Risk scoring & audit view | Unnati |
- Recording updates dues immediately — but you record it; MGH doesn't pull money from customers.
- Reminders need a contact on the party record — keep phone/email current.
- The dedicated Collections workspace is plan-gated (Samridhi+ views, Unnati+ risk/audit). Basic outstanding/overdue is free.
- MSME payment timelines are tracked when you flag a supplier as MSME.
Record a payment received — step by step
Open the invoice (or Payments)
From an unpaid invoice, choose Record Payment — or add a standalone receipt under Payments.
Enter amount & mode
Amount received, mode (Cash / UPI / Bank), date and a reference.
Save
The invoice becomes paid or partial, the balance moves to/clears from outstanding, and the customer ledger updates.
help-shots/pc-01-record.pngTo record money paid to a vendor, do the same from an unpaid bill (Payment Out) — it reduces your payables and updates the vendor ledger.
See who owes you
Your Dashboard shows Outstanding (AR) and Overdue at a glance. Tap through for detail, or open the reports for Outstanding Receivables and Debtors Aging — buckets of 0-30 / 31-60 / 61-90 / 90+ days so you can see how stale each due is.
help-shots/pc-02-outstanding.pngChase dues & the Collections workspace
Send a reminder on WhatsApp or email; on Samridhi+ the AI can draft a polite, personalised follow-up for you. The dedicated Collections workspace adds focused tabs:
| Tab | Shows | Plan |
|---|---|---|
| 👥 Customers | Who owes, by customer | Samridhi |
| 📄 Invoices | Outstanding invoices to action | Samridhi |
| 🏛️ GST | Collection vs GST position | Samridhi |
| 📊 Analytics | Collection trends & ageing | Samridhi |
| ⚠ Risk / Audit | Customer risk scoring & audit | Unnati |
help-shots/pc-03-collections.pngReal situations
📖 A customer pays half
A customer clears ₹5,000 of a ₹12,000 invoice. Meera records ₹5,000 by UPI; the invoice shows "partial", and ₹7,000 stays in outstanding until the rest comes in.
📖 Chasing an overdue invoice
An invoice is 20 days overdue. Meera opens it, taps the WhatsApp reminder (on Samridhi, the AI drafts the message with the name, invoice no. and amount), reviews it, and sends — paid the next morning.
📖 Paying a supplier
Meera pays a vendor bill by bank transfer and records a Payment Out; her payables drop and the vendor ledger shows the settlement.
Words you'll see, in plain language
| Term | What it means |
|---|---|
| AR (receivables) | Money customers owe you. |
| AP (payables) | Money you owe vendors. |
| Overdue | A due that's past its due date. |
| Aging bucket | How old a due is — 0-30, 31-60, 61-90, 90+ days. |
| Partial | An invoice that's been paid in part. |
| MSME | A supplier type with statutory payment-timeline rules. |
Troubleshooting
| What you notice | Why | What to do |
|---|---|---|
| Invoice still shows a balance | Only a partial payment was recorded | Record the remaining amount |
| Can't send a reminder | No phone/email on the party | Add the contact on the party record |
| Collections tabs are locked | They're Samridhi+/Unnati+ | Upgrade, or use the free outstanding/overdue views |
| A receipt went to the wrong invoice | Selected the wrong document | Edit/remove the payment and re-record it correctly |
Best practices
- Record receipts the day they arrive so dues are always accurate.
- Chase by aging — 90+ day dues first; they're the riskiest.
- Send reminders early and politely; the AI draft keeps the tone right.
- Keep customer contacts updated so one-tap reminders always work.
FAQ
How do I record a partial payment?
Enter the amount received; the remaining balance stays outstanding until cleared.
Can I send a payment reminder?
Yes — via WhatsApp or email using the customer's saved contact. On Samridhi+, the AI follow-up generator drafts the message.
Where do I track money I paid vendors?
Record a Payment Out against the bill; it reduces payables and updates the vendor ledger.
What are the aging buckets for?
They show how long each due has been outstanding, so you can prioritise the oldest, riskiest ones.
- Sales → receipts against invoices, outstanding & overdue.
- Purchases → vendor payments and payables.
- Parties → ledgers, contacts for reminders, MSME flag.
- Reports → Outstanding, Debtors/Creditors Aging, Collections — see CA Reports.
📸 Screenshot capture checklist
Drop each PNG into help-shots/ with the exact filename and it appears automatically.
| # | Screen to capture | Save as |
|---|---|---|
| PC-01 | Record Payment dialog | help-shots/pc-01-record.png |
| PC-02 | Outstanding / overdue list | help-shots/pc-02-outstanding.png |
| PC-03 | Collections workspace / reminder | help-shots/pc-03-collections.png |
Tip: blur real customer names and amounts in screenshots.