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Reconciliation is how you record money received against one or more invoices for an account customer. It’s where bank transfers, cheques, and other off-platform payments get attached to the right invoices, where credit notes and account credit get applied, and where invoice statuses move from Unpaid through Partially Paid to Paid.
This page covers features gated by Manager-tier permissions. Managers and Admins have these by default; your administrator can adjust who has them in Settings > Team.
Reconciliation lives on the Business page and requires the Invoices (Manage) permission. Pick the customer in the left-hand list, switch to Unreconciled Invoices, select what you’re settling, and click Reconcile.

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How reconciliation works

When a customer pays a bill, the payment rarely matches a single invoice exactly. They might pay three invoices with one bank transfer, settle one invoice partly with cash and partly from a credit note, or overpay and want the extra held against next month. The Reconcile screen handles all three: tick the invoices being paid, enter what was received, and Digital Florists allocates the money across them in a fixed order. It’s a separate step from taking payment at the till. Cash and card payments through Transactions are recorded the moment money changes hands. Reconciliation is for invoices that were sent to an account customer and paid afterwards, by some method outside the till.
Reconciling doesn’t go through your till. It records the payment against the invoice and adds a receipt to the customer’s account, but it doesn’t appear in a till session or your end-of-day takings. So if an account customer settles their invoice in person by card or cash and you want it to show in your cash-up, record that payment on the POS as well.

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Reconciling one or more invoices

1

Open the Business page and pick the customer

The customer list on the left is filtered to account customers. Click the customer who has paid.
2

Switch to Unreconciled Invoices

The tab lists every invoice for that customer with an outstanding balance — Unpaid and Partially Paid.
3

Select the invoices being paid

Tick one invoice or several. The Reconcile dialog adds up the total balance due across everything selected, so you can settle a single bank transfer covering multiple invoices in one go.
4

Click Reconcile and fill in the details

The dialog asks for:
  • Transfer Date — the date the funds arrived.
  • Cash Amount — the amount received (any payment method, not just literal cash).
  • Apply General Credit — tick to draw from the customer’s available credit balance. Only shown when they have credit on the account.
  • Apply Credit Note — pick a specific credit note to apply, if there’s one waiting.
  • Payment Method — bank transfer, cheque, or any method you’ve set up.
  • Description — free-text reference, for example the bank transaction reference.
5

Confirm

Digital Florists allocates the funds across the selected invoices, updates each invoice status, and records a receipt against the customer’s account.

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How funds are allocated

Reconciliation applies money to each invoice in this fixed order:
  1. The selected credit note, if you’ve chosen one.
  2. The customer’s general account credit, if Apply General Credit is ticked.
  3. The cash amount you’ve entered.
You can combine all three in one reconciliation. The dialog shows the effective total (cash + credit + credit note) so you can see whether it covers the balance due. A credit note doesn’t have to be spent in one go. If it’s worth more than the invoices you’ve selected, the balance stays on the note for a later reconciliation, and it can be spread across more than one invoice in the same run. The Apply Credit Note list shows what’s left on each note rather than its original value, so a note you’ve part-used appears at its remaining amount. Once a note is fully used it drops off the list and stays in the customer’s history. Use full balance fills in only the cash still needed once the credit you’ve selected has been taken off, so pick the credit note (and tick the account credit) before you click it. If the effective total is less than the balance, each invoice it touches moves to Partially Paid. The remaining balance stays open and shows up on the next statement. If the effective total is more than the balance, the surplus is added to the customer’s general credit balance as an overpayment. It stays there until you apply it to a future invoice or refund it out.

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Invoice statuses

Invoice statuses are derived from how much has been received against the invoice total — you don’t set them manually. As soon as you reconcile, every selected invoice’s status recalculates and the invoice moves between the Unreconciled Invoices, Reconciled Invoices, and History tabs accordingly.

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Undoing a reconciliation

Requires the Invoices (Manage) permission. Managers and Admins have this by default; your administrator can adjust who has it in Settings > Team.
If you reconciled the wrong invoice, allocated against the wrong customer, or recorded the wrong amount, open the invoice from Reconciled Invoices or History and click Undo Reconciliation. Undo reverses the reconciliation record and restores the credit that was used — both general account credit and any credit note you applied, which returns to the customer’s list with its remaining value. The invoice goes back to Unpaid (or Partially Paid if other reconciliations remain), and the receipt is removed. What undo does not do:
  • It doesn’t return cash to the customer. The money you recorded came in by bank transfer or another off-platform method; Digital Florists has no way to send it back automatically. If the customer needs the funds returned, arrange that separately.
  • It doesn’t undo a very old reconciliation cleanly. A very old reconciliation may not have a record of the credit it used. Undo tells you on screen when that applies, and you add the credit back yourself from Credit Management.
Refunding the original transaction does not reopen the invoice. Order-level refunds and invoice reconciliations are two separate ledgers — money moving on one side doesn’t change the other. To clear or reopen an invoice, use Undo Reconciliation here; to send money back to the customer, use Refunds. For complex cases, you’ll often do both.

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Common questions

No. A reconciliation always belongs to one customer. If a parent company pays for several sub-accounts in one transfer, reconcile each customer’s invoices separately and split the amount across the customer records.
Enter the full amount they paid. Digital Florists allocates the balance due across the selected invoices, then adds the surplus to the customer’s general credit balance. You can apply that credit against a later invoice at the next reconciliation.
Reconcile the amount they actually paid. Each selected invoice moves to Partially Paid, the remaining balance stays open, and the unpaid portion appears on the next statement.
Pick the credit note in the Apply Credit Note dropdown in the Reconcile dialog. You can combine it with a cash amount and general credit in the same reconciliation; the selected credit note is applied first. You don’t have to use the whole note at once — it can cover several invoices in one reconciliation, and anything left over stays on the note. The dropdown shows each note’s remaining value, and a note that’s been used up drops off the list.
Undo restores both the general credit and any credit note used, so the full amount should come back. If it hasn’t, it’s a very old reconciliation with no record of the credit it used — you’ll see a message saying so when you undo it. Add the missing credit back from Credit Management. Don’t raise a fresh credit note for a reconciliation that undid cleanly, or you’ll credit the customer twice.
Reconciliation is dashboard-only. Sign in to Digital Florists from a browser to record payments against invoices.

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What’s next?

Invoicing

Invoice multiple account orders at once.

Credit Management

Credit notes, manual adjustments, and credit balances.

Refunds

Refund mechanics across orders and transactions.

Business overview

Customer balances, invoice setup, and accounting exports.
Last modified on August 18, 2026