Check, Cash & Bank Management

Received checks and promissory notes: status tracking from portfolio to collection

When you receive a check or promissory note from a customer, you record it in the system (both instruments follow the same flow); it first appears in portfolio. When you deposit it for collection or as collateral, you update the status; once it's collected or bounces, the final status is recorded. You can also endorse a check to another supplier. Every status change is timestamped automatically and stays in history — you can look back at when any check moved through which stage.

FIFO matching between checks and invoices

Received checks, just like cash collections, can be allocated automatically starting from the oldest open invoice on that account (FIFO — first invoice in, first invoice closed). That means you don't have to manually match which check covers which invoice.

Cash/bank balance updates automatically when a check is collected

When you collect a check, the amount is added straight to the balance of the cash or bank account you pick, and the matching accounting record is created in the background — no manual voucher entry needed.

What happens with a bounced check?

When a check bounces, you mark its status; the amount goes back onto the customer's debt and your cash/bank balance corrects itself. The record isn't erased from history — it stays visible as "bounced," which you can factor into future credit-limit decisions for that account.

Issued checks: a payment commitment to your supplier

A check you give to a supplier is also recorded and follows an "issued → paid/bounced" status flow. Seeing all your upcoming issued checks in one list lets you plan your payment schedule accordingly.

Cash & bank: transfers and a live balance

When you move money between a cash box and a bank account (a transfer), both balances update at the same time; cancel a wrong transfer and the balances go back on their own. Since check collection, collections and payments all affect the same cash/bank accounts, the balance you see on the dashboard is always current and comes from a single source.

Accounting records write themselves

Your check movements and your collections and payments turn into accounting records in the background, so you hand your accountant ready-to-use data. This is exactly the kind of behavior a pre-accounting program should have: daily movements are captured automatically and correctly, and the formal filing/reporting step is left to your accountant.

Who is it for?

Catering and bulk-meal businesses that receive or make check payments, companies that transfer regularly between multiple cash/bank accounts, and finance teams that want to manage due-date tracking from a central screen. When choosing catering software, having check/cash/bank tracking built into the same program — rather than a separate one — removes duplicate data entry and reconciliation errors from the start.

Frequently asked questions

What statuses does a received check go through?

A check sitting in your portfolio changes status when it's it goes to the bank, when it is collected, when it bounces, or when it is endorsed to someone else. Every step is recorded with its date; a collection updates your cash/bank balance and a bounce puts the debt back on the customer.

Does the cash/bank balance update automatically when a check is collected?

Yes. When you collect a check, the amount is added straight to the balance of the cash or bank account you pick, and the matching accounting record is created for you at the same time.

What happens to a bounced check?

The check's status is marked "bounced" and the amount goes back onto the customer's debt; your cash/bank balance corrects itself. The record isn't deleted — it stays visible in the history.

How do I transfer money between cash and bank accounts?

When you transfer money between your cash box and a bank account, both balances update at the same time; cancel a wrong transfer and the balances go back on their own.