Running a Customer Ledger for Commercial Refrigeration Accounts With Mixed Paid and Open Jobs
A grocery chain with six stores, a restaurant group, and a cold-storage warehouse don't pay the way a homeowner does — they run monthly, some jobs get paid on completion, others sit open on net-30, and the same account mixes both. R-Pro's field app captures every walk-in cooler call, compressor swap, and on-site receipt as it happens, and the office ERP rolls those jobs into a per-customer ledger so you can see exactly what each commercial account has paid and what's still open — without chasing paper.
On Site: Logging the Job and the Money Where It Happens
- Pull up the account's full service history before you climb on the roof — every prior visit to that Walgreens cold case or that restaurant's reach-in is right there, so you know if this is the third compressor failure on the same condensing unit or a brand-new fault.
- Run AI fault diagnosis from the symptom you're seeing — short-cycling compressor, iced evaporator, a rack pulling low suction — against 600+ real refrigeration cases to get likely cause and repair steps before you start swapping parts on the customer's dime.
- Scan the equipment nameplate to auto-fill the model and serial on the job, and scan any parts receipt you picked up so the cost lands on the right account automatically.
- Issue a receipt on site the moment a manager pays cash or card for a same-day fix — and for the store that runs on account, leave the job open so it flows to their monthly statement instead.
- Capture a voice memo while it's fresh ('replaced TXV on case 4, return next week for the door gasket') — it all works fully offline, so a basement mechanical room with no signal doesn't cost you the record.
In the Office: A Per-Customer Ledger That Separates Paid From Open
- Open any commercial account and see one running ledger — every job, the amount, the date, and a clear paid/open status, so a six-store grocery account shows you both the three invoices they settled and the two still outstanding.
- Mark jobs paid as money comes in, and the account's open balance updates instantly — no spreadsheet, no recalculating what the restaurant group still owes across four locations.
- Send proper invoices and tax invoices set to YOUR country's tax — name it VAT, GST, or sales tax and set your own rate, so the cold-storage warehouse gets a compliant document, not a handwritten total.
- Build itemized quotes and estimates for the bigger work — a full rack retrofit or a new walk-in install — and convert the approved quote straight into the invoice that posts to that account's ledger.
- Roll it into accounting and reports: sales, purchases, expenses, and net profit are all tracked, so the parts you scanned in the field and the labor you billed reconcile against what each account has actually paid.
The Connection: Field Work Becomes the Ledger Entry Automatically
- Because the field app and the office ERP are one system, the job you closed at the store this morning is already a line on that account's ledger by the time you're back in the truck — no re-typing into separate accounting software.
- Costs follow the job: a receipt you scanned on site and the parts you pulled from inventory attach to the right customer, so the open balance reflects true cost and price, not a guess.
- Paid-on-site jobs land marked as paid, account jobs land as open — the field/office split keeps your aging clean without you sorting anything by hand.
- One subscription, 10 languages, two strong tools working together — the same account record drives both the on-site diagnosis and the office balance, so nothing falls between field and books.
Run your commercial accounts on R-Pro — field and office, together
R-Pro gives you two equal tools in one subscription: a field app with AI fault diagnosis on 600+ real refrigeration cases, nameplate and receipt scanning, on-site receipts, and full offline operation — and an office ERP with quotes, invoices and tax invoices, accounting, inventory, suppliers, and a per-customer ledger that keeps paid and open jobs straight. Your field work flows into the books automatically, so every commercial account's balance is always current.
Get R-Pro →FAQ
How do I see what one commercial account still owes me across several jobs?
Open that customer in the ERP and look at their ledger. Every job for the account is listed with its amount and a paid or open status, plus a running open balance — so a multi-store grocery or restaurant group shows you exactly which jobs are settled and which are still outstanding, all in one place.
Can a single account have both paid-on-site jobs and open net-30 jobs?
Yes — that's the normal commercial pattern and the ledger handles it directly. A same-day fix a store manager pays for on the spot is recorded as paid (with an on-site receipt), while account work you bill monthly stays open until you mark it paid. Both live under the same customer.
Do I have to re-enter field jobs into my accounting to update the balance?
No. The field app and office ERP are one system, so a job you close on site flows into that account's ledger and your accounting automatically — no double entry. Scanned receipts and parts costs follow the job to the right customer.
Will the invoices match my country's tax rules?
Yes. You set your own tax name and rate — VAT, GST, or sales tax — so the invoices and tax invoices you send to commercial accounts are compliant where you operate, not locked to one country's format.