Email a customer, find an order and check payouts on your phone

When your business leads with a storefront, your phone has a Store tab and the Do button offers shortcuts for the questions a store owner asks most: who is this customer and where is this order. Did my payout arrive is answered on the Store tab, under Payouts. They only look things up. If you do not see them, open More and, under How do you get paid?, tick Online store (with Invoices for jobs ticked too, also choose Store under Fourth tab). This needs a connected Shopify or WooCommerce store.

The Store tab and the Sales tab

The Store tab opens on today: the sales and the number of orders so far today, with a link to Money, where this month's sales are. Below it are the cards you can hide, reorder or move to Money with the sliders button at the top: the last payout and whether it matched your bank, a note when refunds run high, recent orders, Top sellers this month, Sales by channel and Customers, which opens your customer list. Orders and Payouts are always one tap away.

Top sellers this month lists your five best sellers by revenue this month, with the units sold. A margin appears beside a product once its cost is recorded, with a line saying how many of your products have one; a product with no cost shows a dash rather than a guess. If no product has a cost and you do not track cost of goods, no margin shows at all.

If you have no online store and no jobs (you ticked Card payments, Subscriptions or In person, at a till or counter under How do you get paid? in More, and neither Online store nor Invoices for jobs), the fourth tab is Sales instead. It is the same screen without the parts that come from a storefront: no orders today, recent orders, top sellers or customers. Payouts, the bank check, the refunds note and Sales by channel stay. Sales by channel shows what each of Stripe, Square, PayPal and your stores brought in this month.

With Stripe connected, Recent payments lists your last five card payments, pending ones included, read from Stripe as you open the tab. Each one says where its money is: pending in Stripe, waiting for a payout, paid out and awaiting a bank match, or matched to your bank.

If you also bill customers through Stripe subscriptions, the Sales tab opens on your monthly recurring revenue (MRR) instead of the one-line description: one figure for each currency you charge in, with a line saying it comes from your Stripe subscriptions. It is Stripe's own figure, so it never appears in your books or on Money; this month's sales are still one tap away on Money. A subscription with usage-based or tiered pricing cannot be turned into a monthly amount, so it is left out and the line under the figure says how many were. Trials are left out too. Below it, Subscribers shows how many are active, how many are new this month, how many cancelled this month and how many are on a trial, and Failed payments lists each subscriber whose latest payment failed, with the amount and how long it has been outstanding. Tap one to open that subscription in your Stripe Dashboard, where you can deal with it; nothing is retried or cancelled from your phone. See all under either card opens every subscriber: see Subscriptions. If Subscribers asks you to approve HQ's new permissions, approve them in your Stripe Dashboard; the figures appear after the next hourly sync. A card you do not want can be hidden with the sliders button.

If you take payments at a till or counter in HQ, Today's close and Waiting for the bank sit at the top of this tab: see Close a day at your till.

Email a customer

1. Tap Do, then Email a customer.
2. Type part of a name or an email address in Search customers. HQ searches your whole customer list once you pause typing, and the list stays on screen while the next answer loads. Show more adds more rows.
3. Tap the customer. You see which store they came from, what they have spent and their recent orders. Tap an order to open it.
4. Tap Email. A new message opens with their address filled in. Nothing is sent until you write it and send it.

Each row shows the customer's name, their email address and how many orders they have placed, with the latest order first. There is no Email button when the store gave no address for that customer, or while you are working inside someone else's books as their bookkeeper or partner.

The message goes from the mailbox assigned to the store's books, the same one a computer uses. You can pick another mailbox under From before you send.

Find an order

1. Tap Do, then Find an order. Before you search it lists the last 30 days of orders, newest first.
2. To find one order by its number, type the digits or start with a #, like 1001 or #1001. The whole number has to match, so 100 does not find 1001, and it does not matter how old the order is.
3. To find an order by who placed it, type letters: part of a name or an email address in Search orders. Tap the customer to see their orders, then tap the order.

If nothing matches, HQ says what it searched for, so you can tell a mistyped number from an empty store. For a number it also reminds you that the number has to match exactly.

An order shows its number, date, status, customer, items and totals. The figures are in the order's own currency, so a US dollar order says USD even when your books are in Canadian dollars.

For a Shopify order, a Paid out line names the payout its payment landed in, with the payout's date and amount; tap it to open that payout. The line appears once the payout lists the order's charge. Before that, for an order from another store, or when the payment was split over more than one payout, there is no Paid out line, because HQ does not guess one.

Check a payout

Open the Store tab (or Sales), then tap Payouts. It lists what your store and payment processors paid out in the last 90 days, newest first. Each row shows:

• the date and the amount, in the payout's own currency;
• for a payout in another currency, a second line with its value in your books' currency at the payout-date rate;
• where it stands: Matched to bank once HQ has paired it with a deposit, Awaiting bank match while the deposit has not been paired, or Held, not posted when its sales tax could not be worked out, so it is deliberately out of your books until that is resolved.

Tap a payout for its gross, fees, any adjustments or chargebacks, the net deposit and the transactions inside it, by order number. A held payout posts on its own once the problem is fixed; nothing is recorded in the meantime.

To pair a payout with its bank deposit, or to undo a pairing, use Ledger › Banking › Payouts on a computer. How a payout reaches your books is in How payouts land in your books.