Overview
This article explains House Accounts in the Admin Dashboard. House Accounts supports corporate and catering billing at the chain level. They allow teams to set credit limits, control which locations can use the account, and manage payments and adjustments. This release also adds centralized payments across multiple invoices, wallet credits for overpayments, and tools to write off bad debt.
Access House Accounts
What makes the primary difference in the New House Account experience in the Admin dashboard is that we can view all House Accounts per chain, listed and searchable by their names, instead of searching for a House Account through the customer.
To access House Accounts, in the left sidebar,
Select Operate
Select House Accounts
The list of all house accounts created for the chain. If none of the accounts is created, we will see an empty page with an option to Add House Account
Create a House Account
To create a house account, we need to make sure we are logged into the client's Admin dashboard.
Select Operate
Select House Accounts
Select Add House Account
The pop-up window will open. Fill out the Add House Account form:
Account Name (required)
Address
Address details (Optional)
E-mail address
Phone number
Fax number (Optional)
Payment Type
Credit limit per account (required)
Discount percentage (if any)
External ID (from the POS - Optional)
External Cost Center ID (from the POS - Optional)
Select Account Settings:
Consolidated Account
Internal House Account
Show in POS
Notification Settings
Send Billing Statement
Send Daily Invoice
Status
Active
Select the Save button
Once it's created, the House Account looks like this
After adding a first house account, we can notice that the page now has two areas:
Left panel: Search and select a house account for the chain
Main panel: Manage the selected account (settings, authorized customers, authorized locations, transactions, etc.)
Search for a House Account
We can use the House Account search bar to find accounts by entering the account name
Add Customers to a House Account
After creating a House Account, we can add customers to it. Before doing so, we need to ensure that each customer is registered with the restaurant partner. Customers can either sign up themselves through the restaurant’s ordering website or app, or we can register them manually in Operate > Management. See this article to learn more Create a New Account & Assign a Chain Role
Once the customer has an account associated with the restaurant partner,
Select the House Account from the list
Scroll to the Authorized Customers Section
Select +Authorize New Customer
Enter the customer's email or name, and select it once it appears in the drop-down
Select Credit Limit Period: Day, Week or Month
Enter Credit Limit per selected period
Set toggle to Active
Select Save
When the Customer is successfully added, it will look like this
Modify Spending Limits
To modify a spending limit set for a customer,
Find the customer under Authorized Customers
Select the More button
Select Edit
In the pop-up window, we can edit the Credit Limit Period, Credit Limit, and the Customer's status
IMPORTANT NOTE: Currently, you can set a higher Credit limit per customer than defined by the House Account credit limit. Please mind the set credit on the House Account level before assigning the credit limit per customer associated with the House Account.
Authorized Customer Notes
In the new House Account experience, we can add Customer notes, which are only visible to the internal team, not the customer. We first must create a customer, and then select the Notes icon to add a note
In the pop-up window, write down the important note and select the Save button.
Add Locations to a House Account
Once we have the house account created, we can associate restaurant locations with the house account. We need to specify exactly which stores in the fleet are allowed to fulfill orders for the selected House Account. This ensures corporate billing is only utilized at approved neighborhood locations.
To authorize a new location:
Select the House Account from the list
Scroll to the Authorized Locations section
Select +Authorize New Location
Select location(s) from the drop-down. We can type in the location names or store numbers to find the ones we need. As we select locations, the number of selected locations will be presented in the search field, so we can always know how many are already selected.
Once you are done selecting locations, we'll see their names listed
Select the start date for the selected locations to be associated with the house account. We recommend always selecting at least one day in the future. The past dates should not be selected.
Select the Save button
Once we are done associating locations with the house account, the authorized locations section should look like this:
Transactions List
To view all transactions made by customers associated with the house account, we need to scroll below the Authorized locations. There, we can see a full list of transactions for the selected house account, along with:
Account ID
Store Number
Transaction ID
Transaction Type (Invoice or Adjustments)
Transaction Number
Transaction Date
Transaction Reference
Transaction Method
Order Amount
Discounts/ Adjustments
Applied balance
Remaining balance (Due)
Transaction notes
For example, the Finance team can look up an invoice, confirm what is still open, and review payment history for reconciliation.
The transactions can be sorted by Transaction Method (Order, Check, Manual Adjustment), Transaction Type (Invoice, Payment, Adjustment), or Store ID. Additionally, we can sort transactions by Transaction ID, Transaction Date, Amount, or Remaining balance. We can also export all transactions (as an Excel or CSV file).
Bad Debt Transactions
Bad Debt Transactions is a separate ledger for invoice amounts (or portions of invoice amounts) that were written off as bad debt. This is used when an amount is not collectible.
We can sort them by ascending/descending and filter them byTransaction ID, Transaction Date, and Amount Written Off.
To set a payment as a bad debt, we need to:
Find it on the transaction list
Select the checkbox next to the Account ID
Select Mark as Bad Debt button
When the modal Mark as Bad Debt pops up, enter the Payment Remarks in the text input field and select the Yes button to proceed
After confirming, all the marked transactions will appear in the Bad Debt section
Wallet Balance
Wallet Balance shows prepaid funds stored on a House Account. The current Wallet Balance is visible on the House Account details page and on the Payment Checkout page. It is shown in the local currency format (for example, $1,234.00). In the old House Account system, these values were represented as negative numbers (for example, -$100).
Add funds to Wallet Balance
Wallet Balance increases through Check Adjustments created during the payment workflow to represent an advance payment. After a successful accrual, the system shows a success message with the exact amount added, and the Wallet Balance updates immediately. Each accrual also creates a read-only audit record that includes the source Check ID, the amount added, and the user and timestamp.
If the Check amount is greater than the total payable amount, the extra amount is added to the wallet balance at the end of the payment.
Use Wallet Balance at checkout
On the Payment Checkout page, a Wallet Balance toggle is available when eligible invoices are selected.
If the Wallet Balance is $0.00, the toggle is disabled.
When the toggle is on, the system applies Wallet Balance first, then applies the selected payment method (Check, Card, or ACH) for any remaining balance.
If the Wallet Balance covers the full payable amount, the payment method can be bypassed, and entering payment method details is not required. After a successful payment, the confirmation shows both Wallet Balance Applied (amount deducted) and Wallet Balance (amount remaining after the transaction)
If Wallet toggle is on and the entered Check amount does not cover the remaining amount due after Wallet is applied, the system shows a validation message and prevents completion until the payable amount is covered.
Make a full or partial payment
When we need to create a payment for the house account transaction:
Find the house account
Select the Make Payment button
The list of transactions will appear in the pop-up. We can select the checkbox next to the transactions we want to apply payment to. Also, the system applies the full amount, but we can edit this value as needed. The payment value can be the same or lower than the original transaction amount (e.g., if the transaction total is $6.99, we can set a lower amount to be paid, but not higher)
After selecting transactions to pay for and optionally adjusting amounts, we need to select the Pay button to confirm the payment
Next, we need to enter payment method details (credit card number, ACH routing number, or a check number).
Additionally, if there is a wallet balance available, we can activate the Wallet Balance toggle and apply the balance to cover the whole or part of the payment.
After a payment is completed, the payment record appears in the House Account Transactions table.
