How to transfer client account balances when switching to Bookem

When switching to Bookem, you may need to transfer client balances from your previous system. This includes both credit (positive) and debt (negative) balances.

To ensure accurate reporting, account balances must be transferred as payments — not by adjusting invoice line items. You’ll need to create a special payment method for opening balances. This article guides you through the steps.

Create an opening balance payment method

First, set up a dedicated payment method to record opening balances correctly.

To create an opening balance payment method:

  • Go to Settings > Payments & invoicing

  • Click Payment methods in the top bar

  • Click + New payment method

  • From the drop-down, select Other as the payment method

  • Enter Opening balance as the name

Create an opening balance for a client

Once the payment method is set up, you can begin adding opening balances to client accounts.

To add an opening balance:

  • Go to the client’s profile and select the Account tab

  • Click + Create a payment

  • Fill in the Payment date and Received amount

  • Select Opening balance as the payment method

  • (Optional) Add a note for context or record-keeping

Allocate a credit or debt amount

Bookem lets you transfer both credits and debts. Here’s how each is handled:

Credit (positive balance):

  • Used when a client has paid a deposit or has credit from a previous system

  • Can be applied to an outstanding invoice later

Debt (negative balance):

  • Used when a client still owes you money

  • Enter the amount as a negative value

  • Cannot be applied to invoices - will be balanced out by future payments

Apply an opening balance payment to an invoice

If the client has credit from a previous system, you can apply this to an invoice.

To apply an opening balance payment:

  • Go to the client’s profile and open the Accounts tab

  • Click on the Opening balance payment

  • Click Add invoice and select the relevant invoice

Here's a video to show you how:

Tip: If you date the opening balance payment before the start of your statement period (e.g. 1 Nov when the statement starts 1 Dec), it will be excluded from that statement.

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