The Ledger: every transaction in one place
Your whole money picture on one page — charges, payments, credits and refunds across every guest and every business. How to read a row, read the five totals, filter (incl. by business), search, manage any transaction, and lock a month for your accountant.
The Ledger (under Finances in your dashboard) is the single source of truth for your money. Every charge, payment, deposit, store credit and refund — across all your bookings and guests — lands here as one row. The per-booking Payments tab and a guest’s Finances tab show the very same rows, just filtered down, so the numbers always agree. Run more than one business? You can scope the whole page to just one of them.
The five totals at the top
- Outstanding — what guests still owe you, added up across everyone (the sub-line shows how many guests).
- Collected — total cash you’ve received, by every method.
- Refunded — total cash you’ve paid back out.
- Credits — total store credit you’ve granted to guests.
- Net — Collected minus Refunded: the cash that actually stayed with you.
With a business selected, these five totals show that business’s figures only.
How to read a row
Here’s exactly what the ledger shows — a charge, a part-payment, and a pending add-on on one booking:
| Transaction | Type | For | Amount | Balance |
|---|---|---|---|---|
Stay · 3 nights VLO-1042 |
Charge | Booking | R8,000 | R8,000 due |
Deposit received EFT · ref 4471 |
Deposit | Booking | (R5,400) | R2,600 due |
Late checkout Pending |
Charge | Add-on | R300 | R2,900 due |
- Type — what the entry is: Charge, Payment, Deposit, Credit applied, Credit note or Refund.
- For — what the money was about: Booking, Add-on, Store credit or Refund.
- Amount — charges and refunds (they raise what a guest owes) print plain; payments and credits (they lower it) print in (parentheses), standard accounting style.
- Balance — the running figure for that guest after this entry: how much is due, how much credit they hold, or settled when it’s square.
- Document — the invoice, receipt, credit note or refund document, ready to open or download as a PDF.
Every entry is colour-tagged
The Type tells you what happened to the money:
The For tells you what it was about:
Paid vs balance, at a glance
The same paid-vs-due picture appears on each booking’s Payments tab — always derived from the ledger, never typed in by hand.
Find anything fast
- Filter pills — each carries a live count; the Voided pill shows only when you have voided entries.
- Business dropdown — if you run more than one business, scope the page to one of them. It re-reads the ledger for that business, so the five totals and every running balance reflect that business alone.
- Guest dropdown — narrow the whole page to one guest.
- Search — matches a document or booking number, guest name, the note, the type, and the date (type “7 Jun 2026” or “2026-06-07”).
- Date sort — tap the Date header to flip newest-first / oldest-first. The balances stay correct either way.
Filtering by business
Each transaction belongs to a business — the one that owns the booking’s listing. The business dropdown on the Ledger lets you see only that business’s money, and the same control sits on a guest’s Finances tab when that guest has booked across more than one of your businesses.
Manage any transaction from its row
The … menu on every row gives you the booking’s money actions without leaving the Ledger:
Voiding — correct without deleting
Deposit received Voided — recorded on the wrong booking |
Deposit | Booking | (R5,400) | — |