How to keep track of customer accounts?
Short answerTie every job to an invoice and every invoice to one customer account, then review the open balances on a fixed day each week. An account is the money side of the customer record: what they were charged, what they paid, what is outstanding and what is held as a deposit.
The explanation
Think of the account as a running ledger for each customer. Every completed job adds a charge. Every payment, deposit or credit reduces the balance. If the ledger lives in one place, you can answer the question of what a customer owes in a few seconds.
Separate accounts that have different payers. A property manager may pay for ten homes, and each home needs its own service history under one billing account. A landlord and a tenant who share an address should not be mixed up in the balance.
Set a weekly review. Look at invoices past due, deposits taken for upcoming work, and recurring customers whose card failed. A fixed time keeps the review from slipping when the season gets busy. Export the list to a spreadsheet at month end so your bookkeeper has a clean copy.
Steps
- Create one account per paying customer.
- Link each service address to the right account.
- Attach every invoice and payment to the account.
- Review open balances on a set day each week.
- Export a balance list at month end for the bookkeeper.
What to watch for
- Payments recorded without a customer attached.
- Deposits mixed into ordinary revenue.
How Apex does it
Rolling out
The screen and the rules are built and tested. Saving real customer data is not connected yet. Status as of 2026-10-07; the badge shows the least-built feature involved.
Apex is designed to hold several properties and contacts under one customer, show a statement of the customer balance, and track deposits held against a job. These are demo screens and not yet saving live customer data.
- LD02Multiple properties / service locations per customer(Rolling out)
- LD03Multiple contacts per account (billing vs onsite)(Rolling out)
- IN17Statements / customer balance(Rolling out)
- IN26Deposits held against job(Rolling out)
Apex Flow Scheduler is in early access. See how we label status.
Where this question comes from: owners type it, or a close variant, into search boxes. It was returned by public search suggestions (Google, Bing or DuckDuckGo) when we collected them on 2026-10-06. We do not have search volumes.