This article provides a step-by-step guide to reviewing and managing customer account balances within your system. Understanding account balances is essential for tracking customer credits and charges, ensuring seamless financial management for your business. Follow the guide below to effectively use the Account Balance Report.
Navigating to the Account Balance Report
Begin by navigating to your Report Center.
Click on the Clients tab located at the top of the page, then select Account Balance from the dropdown.
Report Contents
Once in the Account Balance Report, you'll see key details, including:
Client - a clickable redirecting to their Profile.
Balance - noted in RED or GREEN based on their owed amount or studio credit.
Last Activity - the date of the most recent transaction impacting their balance.
Message Clients Directly - clickable envelope icon.
Export - click to export to spreadsheet for further data management.
The report also includes filters to sort balances by All, Positive (credit), and Negative (owed).
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Where can I see details about the customer's account purchases?
Where can I see details about the customer's account purchases?
Clicking on a customer's name in the report redirects to their profile. There, scroll down to the bottom of the page. On the right-hand side, click on the three dots (action menu) and select View Account Balance.
Provided is a detailed breakdown of their account, including:
Date - date of the transaction
Amount - the transaction amount
Balance - the resulting account balance total
Type - Manual Adjustment, Payment / Paid at Checkout, Refund
Notes - reason for Adjustment if entered
Time to Send a Message...
To notify a customer of their outstanding balance:
Click the green envelope ✉️ icon in the row of the customer owing.
The messenger window surfaces so you can compose a brief note.
Click the 👤 icon to further personalize the message using the available coded phrases.
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Exporting Account Balances for Analysis
If you need a more comprehensive view of account balances across clients, click the Export button to download a copy of the report.
The exported data can be merged in a spreadsheet with other exported reports, such as the Contacts list which includes client names and contact details, for a more complete dataset.
Utilizing Walla Marketing Suite for Account Balance Management
With the Walla Marketing Suite, you can send targeted messages to customers with outstanding balances.
First, create an Audience based on customers who owe your business. This is also a great Audience to add to your Walla Dashboard for quick & easy access!
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From the Audiences page, click Create an Audience, name it "Customers Owing Account Balance," and Save Audience.
Click Add a Condition, select Has Account Balance, then select Contact Owes Studio parameter and Save Condition.
Once created, the Audience can be used to send targeted messages to customers with outstanding balances either regularly through Journeys or on a scheduled basis with Newsletters.
If this is a report you will be using infrequently, we recommend adding it as a Report Favorite ❤️ or a Task for a helpful reminder as part of your toolset. 👍
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In following our guides, you should be able to easily track, manage, and communicate with clients regarding their account balances. If you have additional questions, please feel welcome to reach out for further assistance.