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Set up a House Account

House accounts let trusted customers charge purchases now and pay later, so you don't turn down a good sale. Just set a credit limit first — enabling the toggle alone doesn't let anyone charge anything. This guide covers creating and managing one.

Written by Help

Set up a House Account

How House Accounts Work

Access requirements. Same "Customers" permission as the rest of a customer's record.

  • House account setup lives on the full customer edit page, not the quick-edit drawer. Open the customer, then use "Full edit" — the drawer's quick-edit panel doesn't have house account fields at all.

  • Turning on the toggle alone doesn't let anyone charge anything. Without an actual credit limit set, a customer with house charges enabled still can't complete a sale on the account — there's effectively no room to charge until a real limit is entered.

  • The House Charge tender itself has to be turned on for your account too. Even with a customer fully set up, House Charge won't appear as a payment option at checkout unless it's enabled under Settings → Devices → Tender configuration.

  • Charges and payments settle oldest-first. Recording a payment always pays down the oldest outstanding charge first, not necessarily the most recent one.

  • Refunds on a house-charge order can only go back to the house account, and nothing else can refund into one. That's a hard rule, not a suggestion.

  • "Send invoice to" is just a saved email address today — nothing sends automatically. It's captured for your own records; there's no automated emailed statement.

  • Disabling the toggle doesn't touch the balance or history. It only blocks new charges going forward — you can still record payments and manual entries against a disabled account with an outstanding balance.

Where to Access Each Feature

To…

Go to

Turn on a house account and set its credit limit

That customer's Full edit page → "House Account Management"

Turn on House Charge as a payment option at checkout

Settings → Devices → Tender configuration

View a customer's balance and ledger

That customer's drawer or Full edit page → "House Account"

Record a payment or a manual entry

House account section → "⋮"

Export a statement

House account section → "Export PDF"

Print statements for every customer who owes money

Customers → "Customer invoices"

Setting Up a House Account

Step 1

Open the customer's profile, then click "Full edit" to open it in a new tab — not the quick-edit drawer.
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Step 2

Under "House Account Management," turn on "Allow house charges?"

Step 3

Enter a "Credit Limit." Treat this as required in practice — the field technically allows blank, but without a real limit there's no room to actually charge anything.
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Step 4

Optionally enter "Send invoice to" for your own records.
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Step 5

Save.

Step 6

If you haven't already, turn on House Charge as a payment method under Settings → Devices → Tender configuration — otherwise it won't appear as an option at checkout even with the customer fully set up.

Viewing Balance and Recording Activity

Step 7

Open the customer — from the drawer or Full edit — and expand "House Account" to see "Limit," "Balance," "Remaining," and "Send invoice to."

[SUGGEST ADDING SCREENSHOT HERE]

Step 8

Review the "Account ledger" table below it for a running history — Date, Reference (links back to the order for a sale or refund), Type, Amount, and Balance.

Step 9

Click "⋮" and choose "Record payment" when the customer pays down their balance — enter the amount, a payment method (Check, Cash, or Other), a payment date, and an optional note.

Step 10

Click "⋮" and choose "Add manual account entry" for a correction that isn't a real payment — choose Debit or Credit and enter the amount.

Step 11

Click "Export PDF" to generate a statement for a date range, or leave it blank for all dates, then click "Generate report and download." The statement prints ready to mail, with your store's return address at the top and the customer's mailing address positioned to show through a standard window envelope. It's worth checking the customer has an address saved on their profile first. If either date is missing or invalid, or the "To" date is before the "From" date, you'll see a "Check the date range" message instead of a file.

Printing Statements for Every Customer at Once

Step 12

Go to Customers → "Customer invoices."

Step 13

Pick a "From" and "To" date, then click "Generate report and download." Leaving both dates blank includes every customer who owes money as of today, rather than a set date range.

Step 14

You get a single PDF with one statement per customer who still owed money as of the "To" date, each one the same as the statement you'd export from that customer's own page. Customers who had settled up by that date are left out, and so are charges made after it.

Troubleshooting

  • The customer has house charges enabled but still can't complete a sale on the account: check the credit limit — if it's blank, there's effectively no room to charge, even with the toggle on.

  • House Charge doesn't show up as a payment option at checkout: it has to be turned on separately under Settings → Devices → Tender configuration — enabling it on the customer isn't enough by itself.

  • You disabled a customer's house account but can still see and edit their balance: that's expected — disabling only stops new charges, it doesn't hide or lock the existing balance and history.

  • You can't edit or delete a manual entry you added: once other ledger activity has settled against it, a manual entry is locked — add an offsetting entry instead of changing the original.

  • A refund on a house-charge order won't let you pick a different tender: that's by design — house account refunds only ever go back to the house account, and no other tender can refund into one.

  • You expected an invoice to email automatically: "Send invoice to" is just a saved address for your own reference right now — nothing sends from it automatically.

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