Network Store Billing
Accounts Receivable: seeing and collecting what you are owed
Reading the aging view, applying payments and credits, asking a tribe for new card details, and sending statements.
Last updated September 2, 2026
Accounts Receivable answers one question: who owes you money, and for how long. It is under Accounts Receivable in the left-hand menu.
An order appears here from the moment it is unpaid and leaves when it is settled — by a payment, a credit, or by being cancelled or written off.
The aging view
Each tribe gets a row, and what they owe is split by how overdue it is. Reading across the row tells you whether a balance is a timing issue or a problem.
| Column | What it means |
|---|---|
| Current | Not yet overdue. Normal. |
| 1–30 days | Recently overdue. Usually a missed email or an expired card. |
| 31–60 days | Needs chasing. Something is actually wrong. |
| 61–90 days | Escalate. This does not fix itself. |
| 90+ days | Decide: collect it or write it off. Leaving it here helps nobody. |
Recording a payment
Payments arrive two ways. Card charges you take through the platform settle automatically. Anything that arrives outside it — a bank transfer, a cheque, an offset against something else — has to be recorded here, against the open items it pays.
Applying a payment across items
A tribe often pays several invoices with one transfer. When you record it, apply it across the open items it covers rather than against a single order — that is what keeps the aging accurate and stops an old item sitting at 90+ days while a newer one shows as paid.
Credits
A credit reduces what a tribe owes without money changing hands — a goodwill gesture, an agreed discount, a correction. Credits sit against the customer and can be applied to open items in the same way a payment is.
Use a credit when you have agreed not to collect. Use a refund when money you already took needs to go back.
Asking for new card details
When the cause is a dead card, send a card request. The tribe gets a link and enters new details themselves — nobody reads a card number over the phone, and you never handle it.
Requests can be sent to one tribe or in bulk. Bulk is the efficient move after a run of failed renewals: filter to the tribes that failed, and send them all at once.
Statements
A statement is the full picture for one tribe — what was charged, what was paid, what is left. Send one when a tribe disputes a balance or asks what an amount is for. It usually ends the conversation faster than an email explaining it.
A routine that works
- Record any payments that arrived outside the platform, so the screen is true before you read it.
- Work the 61–90 and 90+ columns first — they are the ones that turn into write-offs.
- For anything failing on payment, send a card request rather than chasing by email.
- Send statements to anyone querying a balance.
- Decide on 90+ items: collect or write off, but do not leave them.