Ledgr/Documentation/Contacts
Contacts
One list for everyone you deal with, with the money position attached to each of them.
Contact types
Every contact has one of four types, and the type decides which fields you see and where the contact appears elsewhere in the app:
- Customer — appears in the invoice wizard, gets statements, has a credit position
- Supplier — appears on bills, expenses and purchase orders
- Employee — links to the payroll module
- Tax practitioner — the person or firm handling your SARS work
Add a contact
- Contacts → New contact
Pick the type first — it changes the form.
- Identity and reach
Name, email, phone, VAT number and address. The email is what invoices and statements go to; the phone is what WhatsApp uses, so store it in international format (
+27…). - Trading terms
Payment terms in days and a credit limit. Terms pre-fill the due date on every invoice to this customer. The credit limit drives the utilisation bar and the healthy, warning or critical status.
- Tags
Mark them VIP, At Risk, NPO or add a B-BBEE tag. Tags are filterable in the list.
The contact detail view
Opening a contact gives you the full picture in one screen:
- Information grid — everything you captured, editable in place
- Credit position — a bar showing how much of the limit is used, red once it is over
- Invoice history — every document issued to them with status and balance
- Communication timeline — sends, reminders, statements and notes in date order
Statements
- Open the customer and choose Statement
Pick the period. Ledgr builds the statement from the invoices, credit notes and payments in that window.
- Preview
You see it laid out as it will print, with the opening balance, the movements and the closing balance.
- Send
Email or WhatsApp, same as an invoice. The send is logged on the timeline.
The aged debtors report is the faster route when several customers are late — it lists everyone with a balance by bucket, and you can send from there rather than opening each contact.
Aged debtors
Found under Contacts → Aged debtors and again in Reports. Balances are bucketed into current, 30, 60 and 90 days plus, with a colour-coded bar per bucket and a total. Click a bucket to see the invoices in it.
Credit management
Set a credit limit on the customer and Ledgr tracks utilisation as invoices are issued and settled:
| Status | Meaning |
|---|---|
| Healthy | Comfortably inside the limit |
| Warning | Approaching the limit — worth a conversation before the next order |
| Critical | At or over the limit |
The customer portal
Each customer can be given a portal link — no account, no password. They see their documents and can pay through whichever gateway you have attached. Generate the link from the contact or from an individual invoice's send modal.