Bank transfer and deposit tracking: a receivables guide

Every business that sells by bank transfer ends the evening with the same question: "Who paid, who did not, what is left?" Receipt photos dropping into WhatsApp, "I paid" messages, bookings with the deposit in and the balance pending, forgotten installments. This post explains how inTusell’s receivables ledger brings bank transfer and deposit tracking into one place.

Quick answer

Summary

The inTusell receivables ledger keeps orders, tour and stay bookings, appointment deposits and manual payment requests in one place. The AI sends the amount, your IBAN and a reference code in one fixed message. Receipts go to your team for approval; the AI never records a payment. Payment reminders and deposit expiry are optional and off by default.

What is a receivables ledger?

A receivables ledger is the part of a business that keeps what is owed and what was collected in one record: how much of what was paid, how much is left, when it is due. Each record has its own reference code; the customer writes it in the transfer description and your team matches the receipt to the record.

inTusell is an AI sales assistant and CRM that answers messages on WhatsApp, Instagram and web chat, books appointments and opens orders, and follows each customer through the sales pipeline; it is not a simple chatbot. The receivables ledger is the money side of that system and works with the same engine in every sector.

Who is it for?

Business	Typical payment	What goes in the ledger
E-commerce and Instagram boutiques selling by bank transfer	Paid in full	The order amount
Clinics and aesthetic centers	Appointment deposit	The deposit and the balance on the day
Tour agencies and hotels	Deposit plus balance	The booking, deposit due date, balance due date
Courses and schools	Monthly or term fee	A payment request opened by hand ("March tuition")
Service businesses	Installments	The amount and due date of each installment

How to set it up

Turn payment tracking on. On My business › Channels › Calendar & Payment, in the "Payments & collections" card, press "Turn tracking on" in the "Payment tracking" row. An admin can turn tracking on.
Add your IBAN. The AI uses your IBAN in the payment message; without an IBAN no payment reminder is sent.
Pick your payment plan. Paid in full, deposit plus balance, or installments. You save your own plans and pick a default per record type. The plan suggested for your sector only shows as a suggestion; if you do not choose it, nothing changes and the deposit settings you already have are read as your plan.
Decide on reminders and deposit expiry. Both are separate settings and both are off by default.

While tracking is on and there is a receivable or a receipt waiting for review, the Payments page appears in the menu.

The flow on the customer’s side

The customer confirms the order or the booking.
The AI sends one fixed message: the amount due, your IBAN and the instruction "write this code in the transfer description". The amount and the account come from the ledger, not from the model.
The customer makes the transfer and sends the receipt on WhatsApp.
The receipt is saved and lands in front of your team as a receipt to review.
Once you approve, the payment is recorded in the ledger. Before approval the AI does not say "your payment has been received".

If the customer writes "I paid" without sending a receipt, it goes to the Decisions page as a payment claim; until you look at it, the AI does not treat the payment as received.

The Payments page

At the top of the page there are four summaries: open balance, due this week, overdue and receipts to review. Below are the tabs: receipts to review, open, overdue, completed and all. The "Payments" section on the contact card also shows that person’s payment records.

Payment records are never deleted. A wrong entry is corrected with a reversing entry, so the ledger’s history always stays readable.

Payment reminders: how they work if you turn them on

Reminders are off by default. If you turn them on:

they go only to payment parts that have a due date;
you choose the days (default: 2 days before the due date, on the due date, and 1, 3 and 7 days after);
they go after 10:00 in your local time and outside your quiet hours;
one person gets at most one reminder a day, and the text carries the amount, your IBAN and the reference code.

If a receipt is waiting for review, if you muted the person, or if the linked order or booking was cancelled, no reminder goes out. If the conversation is with your team, the customer is not messaged; your team is notified instead. Payment reminders run on paid plans.

Deposit expiry: what happens if you turn it on

This is also a setting that is off by default. If you turn it on, a record whose deposit is not paid within the time you choose is released: the order is cancelled, the appointment is cancelled and the slot opens up, the tour seat or the room is freed. The customer gets a short notice and your team gets a priority notification.

If a receipt is waiting for review or there is a partial payment, nothing is released; your team is told once and the decision stays with you.

What it isn’t

It is not a payment tool that holds the money. The transfer goes straight to your account; inTusell does not hold the money or act as an intermediary.
It is not a system that approves receipts on its own. Approval always stays with your team.
It does not force a payment plan on you. Turning tracking on does not change any record; the plan, reminders and deposit expiry are your choice.
It is not accounting software. It tracks what is owed and collected; your invoices and bookkeeping stay in your own system.

Frequently asked questions

How do I keep track of customers who pay by bank transfer?

When you turn payment tracking on, orders, bookings, appointment deposits and payment requests you open by hand are written to the same receivables ledger. Each record has a reference code; who paid what and what is left shows at a glance on the Payments page.

Does the AI write the IBAN and the amount to the customer itself?

The AI gives the payment details in one fixed message: the amount due, your IBAN and the instruction "write this code in the transfer description". The amount and the account come from the ledger, not from the model; the AI does not make up figures.

Is the payment approved automatically when the customer sends a receipt?

No. The receipt is saved and goes to your team as a receipt to review. The AI never records a payment itself and does not say "your payment has been received" before you approve.

Can I set up deposits and installments?

Yes. The payment plan is yours: paid in full, a deposit plus the balance, or installments. You save your own plans and pick a default per record type. The plan suggested for your sector is only a suggestion; if you do not choose it, nothing changes.

Will payment reminders annoy my customers?

Reminders are off by default. If you turn them on, they go only to payments that have a due date, after 10:00 local time and outside your quiet hours, at most once a day per person. If a receipt is waiting for review, no reminder goes out.

What happens if a deposit is not paid in time?

This is also a setting that is off by default. If you turn it on, a record whose deposit is not paid within the time you set is released: the order is cancelled, the appointment slot opens up, the tour seat or room is freed. If a receipt is waiting for review or there is a partial payment, nothing is released and the decision stays with you.

Next step

If you sell by bank transfer, the first step is to turn payment tracking on and add your IBAN; the rest lands in the ledger together with your orders. For a full e-commerce setup with store integration and order notifications, see the e-commerce guide and the e-commerce order and product question automation post. Sector setups are on the solutions page and plan details on the pricing page.