Customer statements, unpaid invoices and collections, inside Shopify
Every business that has asked you for an invoice gets its own statement: its documents, what has been paid, what is still owed. Your accountant gets Excel, the customer gets their statement by email, and you see what you are owed before you ship the next order.
This card and the screens below are the app as merchants see it, in Greek.
A customer list that knows who owes you
Nothing typed in twice and no other program. The statements build themselves from the invoices Timologio already issues inside Shopify, and they update with every new document.
Every customer with an AFM, in one list
Company name, AFM (the Greek tax number), how many documents, when the last one was issued, what you invoiced over the last twelve months and what is still owed. Search by company name or AFM, sort with one click, and the totals and a twelve-month chart sit on top.
Paid or unpaid, on every invoice
The status comes from Shopify automatically. Once you are paid, you mark the invoice with one click, adding a date and a note if you like, or turn it back to unpaid. For customers who settle several invoices at once, «Εξόφληση όλων» (Mark all as paid) closes all their open invoices in one move.
The customer's balance, right on the order
On the order screen, where you already work, the Timologio card says in one line what the customer owes you. You see it before you pack the parcel, not at the end of the month.
Collections and unpaid invoices, month by month
Each month's invoices, split into those already paid and those still unpaid today, with the share collected over the twelve months beside them. It is recalculated every time you open it, so every payment you mark shows up straight away.
The statement goes out as Excel, on paper or by email, whichever each of them prefers
You pick a period (this year, last year, the last twelve months or two dates of your choice) and the statement comes out in three ways.
Excel with the columns accountants use
A proper .xlsx file, not a CSV: one row per document, with MARK, type, date, series, number, counterparty AFM, net value, VAT and total, and the period's totals at the end. It opens and adds up with nothing to fix.
A statement to print or save as PDF
A clean page with the customer's details, the period, the documents and the totals, which you print or save as a PDF from the browser itself. For the customer's file, or for agreeing balances at the end of the year.
Sent to the customer from your own email
«Αποστολή με email» (Send by email) downloads the Excel file and opens your email program with the recipient, the subject and the text ready. You attach the file and send it, from the address your customer knows. The app sends nothing on its own.
How the app decides whether an invoice is paid
We don't ask you to record every payment. Timologio reads what Shopify says about the order, and you step in only where Shopify cannot know.
An invoice shows as unpaid when it was issued on credit, or when the order is waiting for payment in Shopify, as with cash on delivery or a bank transfer. Card payments count as paid. Once you collect, you mark it in Timologio or mark the order as paid in Shopify, and the status changes by itself.
The marking is yours, for your own records. It doesn't change the document, it isn't transmitted to myDATA and the customer doesn't see it. If you pressed something by mistake, «Επαναφορά σε αυτόματο» (Reset to automatic) hands the decision back to Shopify.
An invoice credited in full has no balance and doesn't count. One credited in part counts for what is left after the credit note. That way the customer's balance is always the amount really outstanding.
One line per document, with the amounts as declared
The statement
Every invoice, every credit note and every partial credit note on its own line, with date, number, MARK, order, net value, VAT and total. The amounts are the ones transmitted to myDATA, not a replay of the cart. Each line opens the official PDF.
The periods
This year, last year, the last twelve months, or from one date to another. The period's totals change with it, while the unpaid balance always counts the customer's whole history, because a debt doesn't go away when the year changes.
The Excel columns
First the columns accounting offices ask for, in their order, then the company name, the order, the related document and the payment with its date. The headings in the file are in Greek, like the app.
- 1MARK
- 2Document type
- 3Issue date
- 4Series
- 5Number
- 6Counterparty AFM
- 7Net value
- 8VAT amount
- 9Total
The home page
On the app's home page, one line says how many invoices are unpaid and how much money that comes to, and takes you to the list. For the Monday check, without searching anywhere.
All of this is included in Pro
Customer statements come with issuing official invoices, because that is what they are built from. Max includes all of it and adds retail receipts.
- Customer statement for every business with a VAT number, with all its documents
- Paid and unpaid on every invoice, automatically from Shopify or with one click
- The customer's balance on the order, in the Timologio card
- Collections and unpaid invoices by month, with the twelve-month collection rate
- Excel export with the columns accountants use, for any period you want
- Statement for printing or PDF, and sending it to the customer by email
- «Εξόφληση όλων» (Mark all as paid) for customers who settle several invoices at once
And alongside, everything Pro already does: official myDATA invoices with MARK, UID and QR, automatic issuance on every order with an AFM, credit notes, the delivery note on the invoice itself, the document emailed to the customer, intra-community invoices with a VIES check. No monthly document cap from us.
Common questions about customer statements
What is the customer statement in Timologio?
A page for every business with an AFM that you have issued an invoice to. It shows each of its documents on its own line, invoices and credit notes, with date, number, MARK, net value, VAT and total, along with the totals for the period you choose and the balance still owed. From there you export to Excel, print and send by email.
How does Timologio know whether an invoice has been paid?
From Shopify, automatically. If the order is paid, the invoice shows as paid. If it is waiting for payment, as with cash on delivery or a bank transfer, it shows as unpaid until the payment is recorded in Shopify or you mark it as paid yourself. Card payments count as paid from the start, and you can always change the marking by hand.
Is the paid marking sent to myDATA or to the customer?
No. It is your own note, for your own records. It doesn't change the document, it isn't transmitted anywhere and the customer doesn't see it. You can undo it whenever you like.
What does the Excel file include?
One row for every document in the period, with the columns accounting offices ask for: MARK, document type, issue date, series, number, counterparty AFM, net value, VAT amount and total, and the period's totals at the end. Numbers are numbers and dates are dates, so filters and sums work straight away.
Can I send the statement to my customer?
Yes. «Αποστολή με email» (Send by email) downloads the Excel file and opens your own email program with the recipient, the subject and the text ready, so you can attach the file and send it. The app sends nothing on its own.
Does it include retail receipts too?
No. Statements are for businesses with an AFM, that is, the customers you issue invoices to. Retail receipts to consumers are not charged to a customer account, so they don't appear here.
Which plan includes it?
Pro and Max, together with issuing official invoices. Basic doesn't issue invoices, so it has no customer statements.
See the statements of your own customers
They build themselves from the first invoice you issue. Pro has a fourteen-day free trial, and we set it up with you if you like.
Have a question? Write to us
We reply in Greek or English, whichever you prefer. You don't need the app installed to ask.
If you like, we set it up with you. You give us collaborator access to your store, we check the settings and show you the first statement built from your own invoices.