Shared Ledger Portal: One Link for Invoices, Balances, and Orders

Credit sales become slow when customers don’t have the same view of invoices and pending amounts. The SharedLedger Portal in myBillBook gives your customers one place to view shared invoices, check their overall balance (receivable/payable), and even browse your online catalogue—so approvals and payments move faster with fewer follow-ups.

What is a Shared Ledger?

Shared Ledger lets you share a live, customer-wise ledger (balance, invoices, payments, credits/debits) with your buyers, along with invoice-level details—in a controlled, secure way.

Your customer can view:

• Outstanding balance
• Invoice list and invoice details
• Payment entries and adjustments
• Running ledger statement for a selected period

Importantly, even if your customer is not on myBillBook, they can still access the shared ledger via a simple login flow (typically with their mobile number), making adoption frictionless.

How Shared Ledger Portal Works

When you share an invoice via WhatsApp (or any other platform), the customer is redirected to the portal to view that invoice. From there, they can log in using their registered mobile number (the mobile number saved in your myBillBook party record) to access their full portal dashboard and transaction history.

If they open the link without logging in, they can still view the shared invoice, but full transaction history access requires login. 

Why Businesses Use Shared Ledger Portal

SharedLedger Portal is designed to reduce the operational friction that delays collections: repeated requests for invoice copies, confusion about which invoices are pending, and time lost in back-and-forth reconciliation. By providing customers with a single portal view, it simplifies invoice sharing, reduces follow-ups, speeds up payments, and provides a more professional experience. 

Key Capabilities of Shared Ledger

Live, customer-wise ledger sharing

Share the customer’s running statement so both parties always refer to the same balance.

Invoice-level visibility

Customers can open invoices and understand exactly what is pending, reducing “send invoice again” requests.

Works even if the buyer is not on myBillBook

No dependency on the buyer using the same software—access is available through a simple login flow.

Real-time updates

As soon as you bill, record payment, or adjust entries, the ledger reflects the latest numbers.

Controlled access

You share only the relevant customer’s ledger—buyers don’t see anything beyond their own account.

Reduces disputes and follow-ups

With transparent invoice mapping and statement visibility, most reconciliation happens without calls.

How Shared Ledger Works (End-to-End)

1) You maintain accounts as usual in myBillBook

Create invoices, record payments, pass credit notes/returns—your normal billing workflow stays the same.

2) You enable Shared Ledger for a customer

You choose which customer ledger you want to share. This can be done customer-wise.

3) myBillBook shares the live ledger + invoices automatically

Once enabled, myBillBook can share ledger updates and invoice visibility with that customer.

4) Customer views their ledger anytime

Your customer can log in and check:

• Balance outstanding
  
• Invoice list and due amounts
  
• Statement for a time range
  
• Transaction entries affecting the balance

5) Faster reconciliation and collections

Because the buyer can self-serve information, disputes are reduced and payment decisions become quicker.

Customer Experience: What Happens After They Click the Link

1. Customer lands on the Customer Portal view
2. If it’s an invoice link, they see the shared invoice first
3. If it’s the Party Portal Link, they’re prompted to log in using the mobile number saved in your party record
4. After authentication, they get access to their personal portal dashboard

What Customers Can Do Inside the Portal Dashboard

Invoices Tab: Shows all past and current invoices shared with the customer, including invoice number, amount, and payment status.

Balance Receivable/Payable: Shows total outstanding balance with real-time updates; selecting it opens the Ledger View to see payment history and pending amounts.

Online Catalogue/Store: “Shop More” takes customers to your Online Store Catalogue, where they can browse and place new orders.

My Profile: Displays customer details, including name, mobile number, address, and GSTIN (if applicable).

Shared Ledger vs Manual Ledger Sharing 

Manual methods (WhatsApp screenshots, PDFs, spreadsheets) fail because they are:

• Not live (always outdated)
• Hard to search and audit
• Easy to misinterpret
• Dependent on one person to send updates
  

Shared Ledger is:

• Always updated
• Customer-accessible on demand
• Invoice-linked (clear source of pending)
• Scalable across hundreds of customers

Best Practices to Reduce Payment Delays Using the Shared Ledger Portal

Maintain correct party mobile numbers: Portal login is tied to the mobile number saved in your Party record, so ensure it’s accurate before sharing.

Use invoice sharing as your default follow-up: Sharing an invoice naturally takes customers into the portal, where they can validate invoice status and pending balance.

Standardise how payments are recorded: When your entries are up to date, customers see the correct balance and ledger view, reducing disputes and accelerating approvals.

Promote repeat purchases (if applicable): Encourage customers to use “Shop More” to quickly reorder from your catalogue. 

Frequently Asked Questions