Who owes me — the debt book

Who owes me is the board’s debt book: one row per person who has been to you and hasn’t fully paid. You see how much each one owes, how old the oldest debt is, and why it stayed unpaid — and you collect straight from the list. There is no period to pick: a debt is a debt until it’s settled.

1. Where the page is

1. In the left rail, pick the board.
2. Click the Money row. If there’s a number badge next to it, that is exactly the number of debtors.
3. In the left-hand column, under MONEY FLOW, choose Who owes me.

Three more doors lead to the same list:

• the Who owes me card in Money → Payments (the fifth one);
• the debtor rail on the Money landing page — the See all → link;
• Finish the day, step 2: any amount you leave uncollected shows up here.

The title is Who owes me, and under it: N people owe you X in total. When nobody does, it reads “Clients with unpaid visits”.

2. What counts as a debt

A booking enters the debt book when all three hold:

1. The money isn’t settled — its payment state is Unpaid or Partial.
2. The visit is already behind you: either it has a final status (completed, no-show, walk-in), or the booking’s calendar day has passed (in the board’s timezone).
3. The booking is neither cancelled nor waitlisted.

Which settles a few recurring questions:

Case	In the debt book?
A client in the chair right now who’ll pay in an hour	No. A confirmed booking for today isn’t a debt — salons settle at the end of the visit
Yesterday’s visit left unpaid	Yes, automatically, even if you never touched the status
A no-show who didn’t pay (with a fee in place)	Yes, with the reason “unpaid no-show”
Deposit paid, balance not	Yes, with the reason “deposit shortfall”
A visit marked On the house	No — it’s settled
A cancelled booking	No, even if it was unpaid
Overpaid, or already refunded	No

The list is recomputed on every open — it compares the price (loyalty and add-ons included) with the money recorded. That’s why a row someone else collected a minute ago disappears on its own.

3. How to read a row

One row = one person, not one booking. Left to right:

Part	What it means
The name (a link)	Opens the client’s card. If the client has no card, a no client card badge sits next to the name
Age pill	for today · for N days · for N weeks · for N months — the age of that person’s oldest debt
Reason chips	N unpaid visits · N unpaid no-shows · N deposit shortfalls — how many bookings per reason
Amount	The person’s total outstanding, summed across all their unpaid bookings
Call	A handset icon — dials the number from the card. Shown only when there is one
N bookings	Expands the list of the actual visits
Forgive	Writes off the person’s whole debt (see step 5)

Sorting is by amount, largest first; ties are broken by the older debt.

When a person has exactly one unpaid booking, Record payment appears directly instead of the expander.

4. Step by step: collect from one client

1. Find the person in the list. With many rows, start at the top — that’s where the big amounts are.
2. Click N bookings to see where the debt comes from. Each row shows the date, the service, an unpaid or partial badge and the outstanding amount.
3. On the row the client is paying for, press Record payment. The booking’s panel opens on the right.
4. In the Payment block choose:
   • Paid cash {amount} — writes the whole outstanding amount in one tap;
   • Paid card — the same, with method card (terminal at the desk);
   • Partial… — when the client pays part of it: type the amount into Amount ({currency}, max {outstanding}), pick a Payment method (Cash or Card) and confirm with Record payment.
5. Close the panel. The row leaves the debt book if the balance reached zero, or stays with a smaller amount if only part came in.

If someone pays for several visits at once, do it one booking at a time: every payment is recorded against a specific booking. There is no single “pay everything” field.

Remember: recording payments needs permission to edit bookings. Without it the list is readable, but the buttons return an error.

5. “Forgive” — and how to undo it

Forgive means “I’m writing this debt off, I won’t collect it”. Technically each of the person’s unpaid bookings gets an On the house entry — the visit stays in history but stops counting as debt, and it never counts as revenue.

How it goes:

1. On the client’s row press Forgive.
2. A confirmation appears — Forgive {name}‘s debt? — reading “N bookings totalling X will be marked as forgiven. You can undo it from the booking’s payments.”
3. Press Forgive the debt. The row’s button reads Forgiving… while the bookings are processed one by one.
4. On success you get Debt forgiven and the row drops out of the list.

The details that matter:

Question	Answer
Can it be undone?	Yes. Open the booking, find the On the house entry in the Payment history and press Undo. The debt comes back into the book
Does the client find out?	No. Forgiving is an internal bookkeeping action — no email goes out
Does it count as revenue?	No. Forgiven amounts are not money and never reach Money received
Why does a row have no Forgive button?	The button is only for clients with a card. People without one are grouped by name plus the last digits of the phone, and such a group can merge two different people — so for them forgiving is done booking by booking from the Payment panel
”Nothing left to forgive — the debt is already settled.”	Someone collected the money meanwhile. The list already shows the truth
”Forgiving didn’t finish — the list shows what remains.”	Some bookings were forgiven, others weren’t. Nothing is lost: repeat the action on what’s left

For a partially paid visit the On the house button in the booking panel is not offered (it only appears on a fully unpaid booking). That case is exactly what Forgive here is for — it works with remainders too.

6. Why the list can be “at least this much”

When there are very many unpaid bookings, the query stops at 500 bookings and a warning appears above the list: “The list is truncated — the sums are a minimum; settle the oldest debts first.”

What that means in practice:

• the total in the header is a minimum, not an exact figure;
• the newest debts are the ones cut off — old ones stay visible, because those are the ones that matter;
• the fix is to collect or forgive some of the debts and reload the page.

7. What this page does not do

• No period filter. A debt isn’t “for July” — it’s a state. For money not collected inside a specific period, look at Left unpaid in Day report / Month report.
• No file download. If you need the list outside the product, use Money → Statement — but remember it holds real money movements, not debts.
• No reminders. Mountify sends no email or SMS about a debt. Call is exactly that — a phone call.
• No late fees. The amount doesn’t grow over time.
• No cross-board view. Every salon has its own debt book.

The age (“for 3 weeks”) is computed from the clock of the device you’re looking at, while the board’s day comes from the salon’s timezone. Travelling across timezones, the label can be a day off. The amounts are unaffected.

8. Common questions

The client paid in cash and I still see them here. The payment went onto a different booking, or was never recorded. Expand the row and check which booking is still unpaid / partial.

Why is the same person on two rows? Because one of the visits was made without a client card (the no client card badge) and the other with one. Attach the visit to the client’s card from the booking and they merge.

Can I note down why it wasn’t paid? Yes, but on the booking: Partial… and the refund form both have a Note (optional) field.

Will the debt disappear if I cancel the booking? Yes — cancelled bookings aren’t debts. But that also erases the record that the visit happened; if real work was done, Forgive is the honest option.

Who can see the debt book? Anyone with permission to view bookings; collecting and forgiving also need permission to edit them.

9. Troubleshooting

What you see	Why	What to do
Nobody owes you anything — “All visits are paid.”	No past visits with a balance	Nothing. That’s the good news
The list didn’t load — “Check the connection and try again.”	A dropped connection, or a heavy query	Press Retry
The badge next to Money shows a number but the list is empty	The badge refreshes up to a minute behind the page	Reload the page
Record payment returns an error	Missing permission to edit bookings	Ask the owner for it — see Build a custom role

What’s next

• Finish the day — the evening ritual that stops debt from piling up unnoticed.
• Recording a payment — every way to write money against a booking.
• Correcting a payment mistake (void vs refund) — how to undo a forgive or a wrong payment.
• Payments & revenue — the ledger of every movement.