Every contact and organization record has a financial view that shows where the customer stands. You can review what they owe, what credit they have available, what they have paid over time, their open invoices, their financial transactions, and any statements you have sent, all without leaving the record.
When to Use This
Use this view when you need the customer’s financial picture in one place, such as before a call, while taking a payment, or when deciding whether to send a statement. If you need to find a specific invoice or payment by number or date, see Find and Review Invoices. If you need to review credits for many people, use a credit query in Finance & Billing instead of opening each person’s record one at a time.
You cannot tell from a contact’s or organization’s pill elsewhere in Rhythm, such as on a list or related record, whether they have an open invoice. Open the full record and check this view.
Prerequisites
- You need to be signed in with a working business unit selected. If your Rhythm account does not have any business units set up, you cannot open this view.
- You do not need a separate finance permission if you can open the contact’s or organization’s record page.
Tip
When you open a contact from Finance & Billing, including their stored payment methods, Rhythm may show a CAPTCHA challenge. This protects against payment-card testing during payment-related activity; it does not mean anything is wrong with the record.
- Open the contact’s or organization’s record page. To find and open a contact, see Review a Contact's 360 Page; organizations open the same way from their own record.
- Review the three headline figures near the top. Account Balance shows what they currently owe on open invoices, Credit Balance shows what they can still use from open credits, and Lifetime Payments shows everything they have ever paid.
- Use the tabs below the figures to review the details behind them: Open Invoices, Open Credits, and All Transactions. All Transactions includes every invoice, payment, credit, memo, write-off, refund, and, for the customer’s other purchases, order, shipment, return, and cancellation, with the newest records first.
- On a contact’s page, check Stored Payment Methods for any card or bank account on file. On an organization’s page, check Profile for its tax-exempt status.
- If statements have been generated for this customer, open the Statements tab to review past statements and download any of them.
- To act on what you see, select Receive Payment or Issue Manual Credit at the top of the page, or open Generate/Email Statement from the options menu.
Result
The figures and tabs load from the customer’s current records. When you select an invoice, credit, or transaction, Rhythm opens that record on its own page. When you select a stored statement’s download link, the saved document opens in a new tab.
Reading the Figures
- Account Balance is the total balance due on the customer’s open invoices.
- Credit Balance is the amount still available on their open credits, calculated as each credit’s total minus what has already been used.
- Lifetime Payments is everything the customer has ever paid, across every payment status, plus any payments recorded outside Rhythm’s own processor. This figure appears only as a callout on the individual record; you cannot query or report on it across organizations.
All three figures appear regardless of currency. If a customer has invoices or payments in more than one currency, Rhythm adds the amounts together without converting them, so treat the mixed-currency total as a rough number rather than an exact one.
Tip
A gray or green Finance indicator on a person elsewhere in Rhythm reflects that person’s own direct payment activity, not every transaction related to them. The indicator can stay gray even when transactions appear on the person’s record, if someone else made the payment.
The Tabs, in Detail
- Open Invoices lists only invoices that still have an amount owed, with the invoice date, due date, total, and balance due. Use this tab for a current snapshot of what is owed. For audit purposes, or to see closed, cancelled, and voided items too, use All Transactions or a query instead.
- Open Credits lists only credits that still have money available, with each credit’s total, amount used, and amount left.
- All Transactions gathers every financial record tied to the customer, including invoices, payments, credits, memos, write-offs, and refunds, plus their orders and related activity from other applications. The newest records appear first. On an organization’s record, this tab does not include invoices created and paid directly by an individual contact, even one linked to the organization; those appear only on that person’s own record. It also does not necessarily include every payment tied to an organization’s invoice, because a payment can be recorded under the contact who made it even when the invoice it paid is billed to the organization. If a payment seems to be missing, check the contact’s own transactions. An organization’s finance figures can also include transactions its members made themselves; review those from the individual member’s own record instead of this tab.
- Stored Payment Methods appears on contact records only and lists any saved card or bank account, including its type, name on the method, last four digits, and expiration. You can remove a stored method from here. A contact with financial records such as invoices or payments attached generally cannot be deleted; mark them inactive instead, unless you first remove those records.
- Profile appears on organization records only and shows whether the organization is marked Tax Exempt?. Select (change) next to it to flip the flag with one click. There is no confirmation step, so double-check before you select it.
- Statements appears when your Rhythm account has statements turned on. It lists every statement generated for this customer, with the balance and credit recorded at the time, plus a download link for each statement.
If an organization’s own record does not exist, or has no billing set up, its name appears on related records as plain bold text instead of a link you can select.
You cannot move an invoice from one contact’s or organization’s record to another. You also do not need to move an invoice billed to an organization; as long as the contact is already associated with that organization, the invoice appears in the organization’s financials on its own. An invoice billed to the individual contact does not automatically appear in the organization’s financials, even for the same associated contact, because only invoices billed to the organization appear there. If a billing contact needs to see an organization’s invoices in their own view, the invoice’s own Bill To details, not just the order’s, need to name that organization and contact combination. Selecting the billed contact’s name from an invoice opens their contact record directly.
What to Do Next from Here
- Select Receive Payment to take a new payment from this customer.
- Select Issue Manual Credit to grant credit with no payment behind it.
- Open Generate/Email Statement from the options menu to produce and send a statement for this customer’s account.
Tip
The Statements tab and the Generate/Email Statement option appear only when your Rhythm account has billing runs and statements turned on. If you do not see them, ask your administrator whether that feature is enabled.
Related Reading
For everything about a contact beyond their finances, including details, activity, and badges from other applications, see Review a Contact's 360 Page. To turn part of a payment into credit for this customer, see Issue a Credit from a Payment. To find one specific invoice instead of browsing the customer’s full history, see Find and Review Invoices.