What Is a Payment Ledger? Meaning, Benefit, 9 Facts

If you’re looking for an online accounting solution to keep track of your business’ financial transactions, you’ve come to the right place.

This page will teach you all you need to know about the benefits of using a payment ledger, how to set one up, and how to manage it from the comfort of your desktop.

What Is a Payment Ledger?

A payment ledger is a tool used in commercial accounting to record and track payments for specific reasons.

Companies utilize them for special events and everyday accounting of money owing to them. A payment ledger also helps your business satisfy its contractual obligations to contractors by the due date.

What Is a Payment Ledger?

A property manager may, for instance, maintain a tenant ledger. This form of ledger enables the management to determine who requires a reminder and when rent is due. The same property manager might maintain separate ledgers for mortgage and maintenance expenditures.

What is included in a payment ledger?

A payment ledger has everything you require and desire. This may sound ambiguous, but not all payment ledgers need to display the same information, and not all bookkeepers need to have the same information readily available.

Some individuals may be content with the company’s name, the amount due, and a checkbox to indicate if the bill has been paid. Others may also want an itemized breakdown of everything included in the amount owing, the date the invoice was issued, the date it was paid, the country of origin, a record of all past transactions involving the previous client, etc.

Generally Accepted Accounting Principles (GAAP) may also regulate what information is presented (GAAP).

If you’re using a payment ledger to collect $10 from each office member for the yearly birthday cake fund, you definitely don’t need it to be very detailed.

What Is a Payment Ledger?

If, on the other hand, you want to use the collected client information for advanced data analysis, it is always preferable to acquire more information, especially when it can be done automatically without wasting customer or staff time and effort.

The payment ledger can be as basic or as comprehensive as necessary.

Nonetheless, let’s examine some of the most important elements that can be added.

This entry will appear on every payment ledger.

Purchase Amount: This is fundamental information indicating how much your client must spend.

This can indicate how the customer paid (credit card, etc.) or which payment gateway they used (PayPal, etc.). This might be helpful for determining how much you are paying on fees or whether one of your payment channels could be deleted without negatively impacting your MRR.

You might utilize Associated Transactions to keep track of additional transactions completed by the same client. This might assist you in calculating your expansion’s MRR.

Order/Payment Dates: This might assist you determine the length of time between placing your order and receiving payment.

On Baremetrics, you may create groups based on any criterion to split your clients into relevant data analysis groups. This may be based on the customer’s place of origin, the pricing tier they’ve chosen, the length of their contract, the size of their business, or even more exotic distinguishing characteristics.

Notes: Sometimes it is necessary to provide tiny details about a client to their various payment ledger transactions. This may serve as a reminder when the time comes to communicate with the consumer in the future. This information can be utilized to personalize emails.

The customer’s address might also be crucial, particularly if actual deliveries are to be made.

Transaction Number: Assigning a unique number to each line in your payment ledger might aid in tracing the transaction across other spreadsheets, etc. If links are overwritten, a unique number is sometimes the quickest method to locate the original payment ledger record.

This might indicate if the transaction was successful, unsuccessful, paid, reimbursed, etc.

Why use a payment ledger?

While monitoring your bank account may be sufficient for an individual, the tiny differences between the shown balance and the real accessible cash expand with the number of transactions and can put a large, sophisticated business in jeopardy.

What Is a Payment Ledger?

For instance, it may take a week for checks to appear on your bank statement, but credit card payments may appear days later. With tens, hundreds, or even thousands of daily transactions, these differences soon accumulate.

This issue is exacerbated if you utilize several payment gateways that process transactions with a delay and require time to move cash to your accounts so it may be used for operational purposes.

While a payment ledger cannot eliminate all delays, it may help you avoid incurring overdraft penalties, late payment fees, and all the other tiny expenditures that can have a significant impact on a company’s profitability.

What is an example of a payment ledger?

The following is a simple example of a payment ledger:

Payment Ledger

Transaction Number

Due Date

Customer Name

Amount Due


Date Paid

Even though this simple payment ledger is not extremely detailed, it nonetheless provides a great deal of information. With a transaction number to link this information to other sources, you may get additional information from other sources.

With both a due date and a payment date, it is possible to determine if a payment has been made and, if so, whether it was done on time. You may also view the transaction’s amount and the customer who placed the order.

What are payment ledgers in SaaS?

It is doubtful that you would have a physical payment ledger for a SaaS business, but keeping track of crucial information using a pen and paper can still be useful, so don’t completely abandon such practices.

Keeping track on a notebook, for instance, of bigger clients during their first few billing cycles, clients you fear will churn soon, and clients who have experienced recent credit card failures will remember you to check on their payments when their subscription fee is due.

Consequently, the majority of your payment ledger activities will be digital and likely cloud-based. Your payment gateways certainly supply a wealth of transaction-related data, whether successful or not.

It might be tough to get this information in order to organize it in a visually beautiful and easily understood payment ledger. This is where barometrics is useful.

Using Baremetrics as a payment ledger for SaaS

Baremetrics may function as your organization’s payment ledger. In addition to all of its other incredible capabilities, such as Baremetrics Recover to avoid failed charges and Cancellations to help you understand why customers quit so you can prevent it from happening, it also provides a live stream of your incoming payments.

Together, these diverse instruments serve as a payment ledger for your organization. Even individual transaction statuses might be excluded from the live feed. You may view only your new customers, those who have upgraded, those who have received refunds, or those whose payments have failed.

Using this information enables you to make strategic judgments on the status of transactions.

Let’s examine some of these characteristics:

Figure 1.Baremetrics Recover aids your collection efforts by locating overdue accounts and retrieving missing payments.

Figure 2: Baremetrics Cancellation provides insights on why specific customers have canceled, allowing you to manage your platform to minimize future churn, regain lost customers, or acquire new users.

Figure 3.1

Figure 3.2

Figures 3.1 and 3.2 depict the real-time stream of all transactions taking place on your platform. On the right, just the declined charges are displayed. This can provide the information required to take strategic steps based on the transaction’s progress.

What Is a Payment Ledger?

Baremetrics analyzes subscription revenue for companies that generate income through subscription-based services. Baremetrics can immediately link with your payment system, such as Stripe, and extract customer and behavior data into a crystal-clear dashboard.

Baremetrics offers metrics, dunning, engagement instruments, and customer insights. Baremetrics checks MRR, ARR, LTV, the total number of customers, total costs, and the quick ratio, among other metrics.

Register for the free trial of Baremetrics and begin using it as your complete payment ledger.

All the information your company needs

Gain in-depth insights into your company’s MRR, attrition, and other critical SaaS KPIs.

5 benefits of a payment ledger for SaaS & subscription businesses

Payment ledgers allow you to trace all client payments and take appropriate action as necessary. If a customer’s credit card has previously been declined, you are likely to pay more attention when their membership is due. The following are additional advantages of utilizing a payment ledger:

1. Document financial performance

A payment ledger can reveal to everyone who has access to it whether or not a business is successful. Rent ledgers are used by lenders to decide whether or not to offer credit to landlords.

One may determine total monthly rent, a company’s financial health, and its overall capacity to repay a credit facility based on the information in a tenant ledger.

2. Detect discrepancies

Small company owners can resolve inconsistencies between the stated and actual balance by analyzing their bank statements. However, if your business expands and you do hundreds or thousands of transactions every day, you need assistance to ensure that no payments are missed. A ledger makes it simple to keep track of inconsistencies.

3. Discover payment issues

If issues with payment systems are not identified and resolved, they can negatively impact your connection with clients. For instance, a client may have paid and be anticipating service activation, but your systems do not reflect this change.

Using a payment ledger, you can determine whether this issue affects simply one gateway or if it is more widespread. After determining the source of the issue, you should take the appropriate steps to resolve the situation and tell consumers.

4. Prevent payment delays

For some payment gateways, payment delays might impact your bottom line through accumulated fees. For instance, assume you already have an overdraft or loan payment that is past due, but there are insufficient money in your account to cover it.

What Is a Payment Ledger?

In addition to your normal payments, you must pay late payment fines. Over time, the costs might accumulate and harm your reputation with the financial institution. However, with the use of a payment ledger, you may become aware of these problems and make alternate arrangements.

5. Improve financial performance

Using a payment ledger, you may determine how much money is coming in, how much you must pay out, and when it is due. Additionally, you may determine whether your business is profitable and, if not, which accounts are troublesome.

Are your consumers making late payments or receiving credit card cancellation notifications? By analyzing the payment history of your clients, you may make decisions to enhance the overall success of your business.

ProfitWell Retain

ProfitWell Retain prevents churn and recovers missed credit card payments. We utilize data to discover the optimal times to repeat denied credit cards for a 5 to 10 percent improvement in recovery rate. Through tailored offers, we are able to win back lapsed consumers. Using data supported by science, our software helps you retain consumers and enhance your bottom line.

Payment ledger FAQs

What does it mean to keep a ledger?

Similar to a diary or accounting notebook, organizations use payment ledgers to record incoming and outgoing financial transactions.

What are some examples of a ledger?

Cash, revenue, accounts receivable, inventory, fixed assets, accounts payable, debt, salaries and office expenditures are examples of ledger accounts.

What is a ledger balance?

The amount of your bank account at the end of the day, after all transactions have been completed, is the ledger balance. Typically, it is identical to the opening balance the next morning


A payment ledger is a form of accounting record that aids in the monitoring of payments disbursed for certain objectives.

It is fairly uncommon for a ledger of this sort to be constructed for a project or event, making it incredibly simple to keep track of all expenditures and disbursements associated with that specific endeavor.

Depending on the nature of the event or project, the ledger may be used to record cash coming into the project as well as funds paid out in order to manage the associated expenditures.

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Pat Moriarty
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