How to Set and Track Customer Credit Limits

Set a credit limit for each customer to help manage financial risk and maintain a healthy cash flow. This is especially helpful for companies that offer post-delivery payment terms and want better visibility into how much credit a customer has left.

What You Can Do

✅ Set a credit limit per customer in their profile
✅ Automatically calculate how much credit is still available
✅ Track both invoiced and un-invoiced amounts tied to that customer
✅ See the available credit limit when adding a new quote or order
✅ Restrict who can view or edit the credit limit based on user roles
✅ Supports multi-currency accounts (one currency per customer)

Who Is This For?

This feature helps:

Sales reps and CSRs who create orders and quotes
Accounting teams that manage customer risk and outstanding balances
Admins who control access to financial information

How It Works

Where to Set a Credit Limit

Go to the Customer Profile
Look for the Credit Limit section
Set the credit limit amount and choose a currency
Once saved, Rose Rocket will calculate:

Available Credit Limit = Credit Limit – Uninvoiced Amount – Invoiced Amount
Uninvoiced Amount = Total of quotes marked as “Won” + orders not yet invoiced
Invoiced Amount = Invoices in “Created”, “Sent”, or “Partially Paid” status

💡 You’ll see these values automatically update as new orders, quotes, and invoices are added.

View Credit Limit When Quoting

When adding a quote or order, you’ll see the customer’s available credit limit shown in the widget. This helps your team know how much room is left before confirming new work.

Note: The available credit shown does not dynamically update as you enter line items on a quote. The available credit limit will only be updated once the Quote has been marked as Won or when a corresponding Order is created.

Where It Applies

This feature is available in:

✅ Customer Module (Customer - Tier 1 required)
✅ Add Quote Widget
✅ Order and Invoice views

Role-Based Access

You can control who sees and edits the credit limit using permission settings:

Role	Can View	Can Edit
Admin	✅	✅
Manager	✅	✅
CSR / Sales	✅	❌
Driver / External / Guest	❌	❌

Multi-Currency Support

Rose Rocket supports multi-currency accounts; however, each customer's credit limit can only have one assigned currency. When you provide a quote to a customer in a different currency, the amount will be converted using the foreign exchange rates from the Credit Limit Currency Conversion table. You can find this table in the Settings.

If a customer operates in multiple currencies, we recommend creating a separate customer profile for each.

Callouts & Limitations

🚧 Custom statuses on quotes, orders, or invoices created by your team are not included in credit limit calculations. Only default system statuses will be used.
📉 Orders in New, Accepted, Booked, In Transit, Delivered, or Tendered count toward the limit.
📈 Credit limit tracking is not yet visible on the mobile app
🧾 Quotes and orders without default statuses may temporarily fall outside of credit calculations.
🌍 Customers billed in two currencies under one profile are not supported in this version.

FAQs

What happens when a customer goes over their limit?
Nothing is blocked automatically, but your team can see the available limit and use that information to follow up or hold orders.

Can I set up alerts or automation?
Not yet, but future enhancements may allow you to use Automation Builder to trigger notifications when a customer exceeds their limit.

Why does an order in “New” status count against the limit?
Orders are considered committed work. Quotes should be used to track unconfirmed business.

What if I’m using Customer - Tier 0?
You can view the credit limit but not edit it. You’ll need to upgrade to Customer-1 to unlock full functionality.