Wholesale field guide
Who owes you? Tracking unpaid wholesale invoices on net terms
Giving a cafe or a shop Net 30 is the easy part. Knowing on any Monday which accounts are late, by how much, and who has already paid by bank transfer is where the spreadsheet comes out. Here is what Square, Shopify and QuickBooks show you, where sellers say it breaks, and how Crate keeps the list current.
The short answer
- You need three things: every unpaid invoice grouped by how late it is, a total per account, and payments marked the moment they land.
- QuickBooks Online has aging reports and statements. Shopify and Square show due and overdue invoices and send reminders, but sellers still match bank transfers by hand.
- Crate ties each invoice to the wholesale order, marks it paid when QuickBooks, Square, Shopify or the Crate pay page reports the payment, and chases the rest on a schedule, from $50/month.
The problem: terms are set, the money is not in
Wholesale accounts pay later, by check, bank transfer or a card on an invoice, often from an accounts team that never saw the order. So the question every week is not whether to offer terms but who is late, how late, and whether that transfer that came in covered one invoice or three.
Sellers ask this in public. In July 2026 a Shopify seller asked how do you track unpaid net 30 wholesale orders: working out what was owed took an hour of clicking through orders, and one shop with three unpaid orders from May was able to place a fourth. In August another asked how do you currently track who still owes you. On Square, sellers have asked how to produce a monthly statement for customers and for a portal where customers review paid and unpaid invoices.
What your tools show today
| Need | Square | Shopify | QuickBooks Online |
|---|---|---|---|
| See late invoices | Unpaid and overdue invoice statuses (help) | Filter orders to Due; late orders show Overdue (order status, deferred payments) | Accounts receivable aging report under Who owes you; not on the Free plan (help) |
| Balance per customer | Running balance on House Accounts only, which are charged in person (help) | None described in Shopify's help | Aging report shows each customer's outstanding balance (help) |
| Reminders | Automatic reminders before, on or after the due date, by email (help, pricing) | Up to five, from the due date to 30 days after (help) | Up to three, up to 90 days before or after the due date, on emailed invoices (help) |
| Payment made outside | Mark paid, in full or part; the amount is for tracking only (help) | Mark as paid (help) | Not covered by the help pages read for this guide |
| Statement of open invoices | House Accounts attach a balance statement to the invoice; none for regular invoices (community) | None described in Shopify's help | Open Item, Balance Forward and Transaction statements, sent in a batch (help) |
QuickBooks Online runs from $38 a month for Simple Start to $340 for Advanced at list price (QuickBooks pricing, read November 13, 2026). Shopify payment terms are on Basic and above (payment terms), and Square lists a $0 plan, with payment schedules on Square Plus at $49 a month per location (Square pricing).
Where it breaks
| Sticking point | What happens |
|---|---|
| Paid, but still chased | Transfers and checks are matched in the accounting software and nobody marks the order paid in the store, so reminders go to customers who already paid (Shopify Community, August 2026) |
| No total per account | Sellers describe no per-company total or aging in Shopify, and an hour of clicking to add it up (Shopify Community, July 2026) |
| Orders keep coming | An account with three unpaid orders could place a fourth (July 2026) |
| One payment, several invoices | Wholesale buyers often pay a round amount that covers a few invoices, and someone has to split it (August 2026) |
| Buyers cannot see their balance | Square sellers ask for a portal of paid and unpaid invoices and for House Accounts online for trade buyers (September 2026, October 2026) |
If your invoices already live in QuickBooks Online and you send statements from it each month, its aging report may be all the tracking you need. The gap most sellers describe is between the order and the payment: the store knows what was ordered, the books know what was paid, and neither tells the other.
Who owes you in Crate
Crate is a wholesale ordering portal that works with Square, Shopify or on its own, and connects to QuickBooks Online. Buyers order in it on their own terms, you confirm, and the invoice goes out through Square, Shopify, QuickBooks Online or Crate. Because the invoice stays tied to the order, the unpaid list keeps itself current.
- Aging at the top of your orders. See the total outstanding, how many orders are overdue and the amount past due, and filter by Current, Due soon, 1 to 7 days, 8 to 30, 31 to 60 or over 60 days late.
- What each buyer owes. Each customer page shows their outstanding balance next to their order count.
- Paid when the money lands. A QuickBooks Online invoice paid or part paid, a paid Square invoice, a paid Shopify invoice or a Crate pay page payment marks the order paid on its own, so reminders stop.
- Checks and wires in one step. Record a check, cash, wire or other payment, including part payments, with the date received, and email the buyer a receipt if you want.
- Reminders that know about payments. Turn on automatic reminders on a Polite, Standard or Aggressive schedule up to 30 days past due, copied to you from day 14, 7 or 3. They pause while an ACH payment clears, and buyers who pay you directly get your payment instructions instead of a pay button.
- Buyers see what they owe. Their portal shows due dates, an overdue badge, a filter for overdue invoices, a pay button and a past due banner on the portal home.
- Export for your bookkeeper. Download the filtered list, such as everything 31 to 60 days late, as a CSV.
Where it may still fit: Crate does not send statements, set credit limits, hold orders for overdue accounts or split one payment across several invoices for you. If your accountant already runs collections from QuickBooks statements, or your buyers expect a monthly statement, QuickBooks Online may still fit that part better; Crate can send its invoices there.
Setting the terms in the first place? Read Shopify net terms or Net 30 on Square. On Square and charging regulars in person, see Square House Accounts. Invoicing only once orders ship? See invoicing wholesale after shipping.
A weekly routine that takes minutes
- 01Connect QuickBooks Online, Square or Shopify so paid invoices come back on their own.
- 02Set payment terms on each buyer, so every invoice gets the right due date.
- 03Turn on reminders and pick a schedule that matches how you talk to your accounts.
- 04Each Monday, open orders filtered to overdue, record any checks or wires that came in, and call the accounts over 30 days.
- 05Before confirming a new order from a late account, check their outstanding balance on the customer page.
Questions
- How do I see which wholesale customers owe me money?
- Use one list that shows every unpaid invoice with its due date, grouped by how late it is (an aging view), plus a total per customer. QuickBooks Online has an accounts receivable aging report. Shopify lets you filter orders to Due and shows Overdue on late ones. Square lets you see unpaid and overdue invoices, and House Accounts keep a running balance for in-person charges. Crate shows outstanding and overdue totals with aging filters on the wholesale orders list, and what each buyer owes on their customer page.
- Why do paid customers still get overdue reminders?
- Usually because the money arrived by bank transfer or check and nobody marked the order paid where the reminder is sent from. Shopify sellers describe exactly this when payments are matched in their accounting software. Crate updates the order when a QuickBooks Online invoice, Square invoice, Shopify invoice or Crate pay page payment comes in, and pauses reminders while an ACH payment is still clearing. A check or wire you receive yourself still needs recording once.
- Can I send a customer statement of all open invoices?
- QuickBooks Online can: an Open Item statement lists every unpaid invoice from a start date, and you can send statements in a batch. Square attaches a balance statement to House Account invoices, but sellers have asked for statements on regular invoices since at least 2016 and the 2025 thread offers none. Shopify's help describes no statements. Crate does not send statements either; buyers see each open invoice, its due date and a pay button in their portal.
- How many payment reminders can I send?
- Shopify allows up to five, from the due date to 30 days after it. QuickBooks Online allows a first, second and third reminder, up to 90 days before or after the due date, for invoices you emailed. Square can send automatic reminders before, on or after the due date. Crate's schedules send three (Polite), six (Standard) or eight (Aggressive) reminders up to 30 days past due, and copy you from day 14, 7 or 3.
- Can Crate stop an overdue account from ordering?
- No. Crate does not set credit limits or hold orders for overdue buyers. Every order arrives as pending, so you can see an account is overdue before you confirm the next one, but the block is your call. Shopify does not block them either; one seller described a shop with three unpaid orders placing a fourth.
- How much does Crate cost?
- Crate Wholesale starts at $50/month for up to 20 active buyers, with payment terms per buyer, overdue tracking, reminders and the QuickBooks Online, Square and Shopify integrations. Growth is $80/month for up to 50 and adds standing orders and Crate invoicing with card and ACH. Plus is $150/month for more than 50.
Sources
- 1. Square Help: Create and send invoices
- 2. Square Help: Accept payment for an invoice
- 3. Square: Invoices pricing
- 4. Square Help: Create and charge Square House Accounts
- 5. Square Community: How do I produce a monthly statement for customers? (May 2025)
- 6. Square Community: Customer portal for Square Invoices (September 2026)
- 7. Square Community: Enable House Accounts for use online (October 2026)
- 8. Shopify Help: Order status
- 9. Shopify Help: Payment terms
- 10. Shopify Help: Deferred payments and payment reminders
- 11. Shopify Community: How do you track unpaid net 30 wholesale orders? (July 2026)
- 12. Shopify Community: How do you currently track who still owes you? (August 2026)
- 13. QuickBooks Help: Run an accounts receivable aging report
- 14. QuickBooks Help: Create and send customer statements
- 15. QuickBooks Help: Send invoice reminders
- 16. QuickBooks: Pricing
Square, Shopify and QuickBooks help, pricing and community sources reviewed November 13, 2026. Vendors change their plans and features, so check their help centers for the latest.
Know who owes you without the spreadsheet
Show us how wholesale invoices and payments come in today. We can walk through what your overdue list would look like in Crate.
14-day free trial. No credit card required.