# Customers, balances and ledger export in the app

> Add customers, read a customer or supplier balance in plain words, receive payments, and export the ledger as PDF, Excel or CSV from SmartPOS Business.

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

**SmartPOS Business** shows every customer's and supplier's balance in plain words, lets you receive payments on the spot and exports a ledger statement as PDF, Excel or CSV that you can send straight from your phone. This page helps owners, managers and cashiers collect dues and answer “how much do I owe?”.

## Before you start

- Your role needs permission to view customers (and suppliers, for supplier balances). Staff limited to their own customers see only those.
- Location-restricted staff see the ledger for their own location only.

## Find and add customers

Open **Customers** (bottom tab). Switch between **Customers** and **Suppliers**, search by **Name, phone or contact ID** or scan, and filter with chips such as **Owes you** or customer groups. The list shows who **owes** you and who has an **Advance**.

To add one, tap the add-person button: choose **Person** or **Company**, enter the name, **Mobile** and **E-mail**, and under **Money** set the **Customer group**, **Credit limit**, **Pay within** (days or months) and **Already owes you (opening balance)**. Tap **Save**.

![Contacts list with Customers and Suppliers tabs, search, Owes you filter and customers with owes and advance amounts](https://docs.smartposhub.com/_astro/contacts-list.CICdn9SA.png)
*Customers list with balances and filters.*

## Read the balance

The card at the top of a customer page says in plain words who owes whom:

| The app says | It means |
|---|---|
| **Customer owes you** | Unpaid sales, bookings or opening balance. |
| **You owe this customer** | They paid more than they bought, or a return was not refunded. Refund it or let them use it next time. |
| **This supplier owes you** | You paid a supplier more than you bought, or a return was not refunded yet. |
| **You owe this supplier** | Purchases or opening balance not fully paid yet. |
| **All settled** | Nothing is owed either way. |

Under **What makes up this balance** the app lists the parts – for example *Sales not paid yet*, *Hotel bookings and gym memberships not paid*, *Opening balance not paid* or *Returns not refunded yet*. Below are **Total sales**, **Paid**, **Opening balance**, **Advance balance** (money the customer left with you to spend later) and **Credit limit** with how much of it is used.

![Customer page with Customer owes you 2,598.61, breakdown, total sales, paid, opening balance and credit limit used](https://docs.smartposhub.com/_astro/customer-owes-you.CX1tpgRe.png)
![Customer page with You owe this customer 163.30 because returns were not refunded yet](https://docs.smartposhub.com/_astro/you-owe-this-customer.CnrLFiz2.png)
*The balance card explains the amount and where it comes from.*

## Receive a payment

1. Open the customer and tap **Receive payment**.
2. Enter the amount and payment method.
3. Save. The payment is applied to the customer's unpaid sales and the balance updates at once.

This is how you collect each instalment of a credit sale (for example 20 %, then 50 %, then the rest). The tabs **Ledger**, **Payments** and **Details** show the full history. The cart button next to **Receive payment** starts a new sale for this customer.

## Export or share the ledger

1. On the customer (or supplier), open **Ledger**.
2. Pick the period chip – **Today**, **Yesterday**, **Last 7 days**, **Last 30 days**, **This month**, **Previous month**, **This year**, **Last year** or **Custom range** – and the location, if you work at several.
3. Tap **Export** (or **⋮ › Export / share ledger**).
4. In **Export ledger**, check the **Period** and **Location** and choose the **File type**: **PDF**, **Excel (.xlsx)** or **CSV**.
5. Tap **Share file**. The phone's share menu opens: WhatsApp, e-mail, Drive or save to your phone.

The statement starts with the opening balance before the period, lists every entry with a running balance, and ends with the period summary, overall balance due and advance balance.

![Export ledger sheet with Period This year, Location All locations, file types PDF, Excel and CSV, and a Share file button](https://docs.smartposhub.com/_astro/export-ledger.bA5iAlye.png)
*Export a ledger statement and share it from the phone.*

**Note:** Exporting needs an internet connection. The file is made fresh each time and is not stored on a public link.

## Related pages

  - [Customer ledger (web)](https://docs.smartposhub.com/customers/customer-ledger/)
  - [Credit and partial payments](https://docs.smartposhub.com/selling/credit-and-partial-payments/)
  - [Customer credit limits and advances](https://docs.smartposhub.com/selling/customer-credit-limits-and-advances/)
  - [Contacts](https://docs.smartposhub.com/customers/contacts/)

## Frequently asked questions

### What does Customer owes you mean?

The customer has unpaid sales, unpaid hotel bookings or gym memberships, or an unpaid opening balance. The card shows the amount and What makes up this balance.

### Why does the app say You owe this customer?

The customer paid more than they bought, or a return was not refunded yet. Refund the money or let them use it next time.

### What is the advance balance?

Money the customer left with you to spend later. It is shown separately from the balance due.

### When does the app say All settled?

Only when nothing is owed either way, including the advance balance.

### How do I export a customer's ledger?

Open the customer, go to Ledger, tap Export, choose the period, location and file type (PDF, Excel or CSV) and tap Share file. The phone's share menu opens so you can send it on WhatsApp, e-mail, Drive or save it.

### Which periods can I export?

Today, Yesterday, Last 7 days, Last 30 days, This month, Previous month, This year, Last year or a Custom range.

### Does the app balance match the web?

Yes. It uses the same ledger figures as the contact page on the web app.

### Can I remind a customer about their balance?

Yes. When a customer owes you, the WhatsApp button on the customer page pre-fills a friendly balance reminder.