Why Your Current ‘Credit Book’ is Failing You
- WhatsApp messages get buried under family chats and memes. Invoices disappear in email folders you never check.
- There’s no system to track partial payments. Did you pay R2,500 or R3,000? Who remembers after a week?
- You can’t prove payment history when negotiating better terms. Suppliers think you’re disorganized.
- Supplier ‘ghosting’ happens after you’ve paid half upfront. They take your money and vanish.
- Cash flow paralysis from not knowing what you truly owe. You think you have money, but supplier debts are hidden everywhere.
Manual Tracking vs. Shopify vs. Ficos: The Credit Book Showdown
| Feature | Manual/WhatsApp | Shopify | Ficos |
|---|---|---|---|
| Offline Operation | Works but disorganized | Fails without internet | Works perfectly offline |
| Supplier Payment Tracking | Messages get lost | Basic, needs internet | Detailed with receipts |
| Cost per Month | Free but costly in errors | R350 – R1,300 | Affordable local pricing |
| Supplier Owed Reports | Manual calculation | Limited, online only | Instant export anytime |
| Payment Deadline Alerts | None | Email only | Push notifications |
The 5-Minute Digital Credit Book Setup
- Add all suppliers with their credit terms and contact details. Use the supplier setup guide to add them manually or bulk import from Excel.
- Create purchase orders for every credit purchase. Follow the purchase order guide to track exactly what you ordered and what you owe.
- Check-in stock when it arrives to match what you owe. The system updates your inventory automatically when you mark items as received.
- Record payments immediately and snap receipt photos. Use the payment tracking guide to attach digital receipts to every payment.
- Run ‘Suppliers Owed’ report every Friday to plan payments. Check the suppliers owed guide to see exactly who you need to pay and when.
Pro Tip: How to Negotiate Better Credit Terms
Got Questions?
How much does Ficos cost in South Africa?
Ficos offers affordable local pricing designed for South African shopkeepers. While exact pricing varies, it’s significantly more affordable than Shopify (R350-R1,300/month) and includes offline functionality that works during loadshedding. Check the Ficos app for current South African pricing.
Does Ficos work without internet/offline?
Yes! Ficos is built specifically for South Africa’s unreliable internet and frequent loadshedding. It works perfectly offline, so you can track supplier credits, record payments, and check what you owe even during Stage 6 power outages when other systems fail.
Is Ficos better than using WhatsApp or Excel for tracking?
Absolutely. WhatsApp messages get buried and lost. Excel requires manual updates and internet access. Ficos automatically tracks every transaction, works offline, generates instant reports, and lets you attach receipt photos directly to payments. It’s a complete system, not just a collection of messages and spreadsheets.
Is my supplier and payment data safe with Ficos?
Yes. Your data is securely stored and protected. Ficos uses encryption and secure servers to keep your supplier information, payment history, and business data safe. You control who sees your information, and it’s never shared with third parties without your permission.
How do I stop suppliers from ghosting me after partial payments?
Use Ficos to create formal purchase orders for every transaction. Record partial payments with attached receipt photos. Run weekly ‘Suppliers Owed’ reports to track exactly what’s pending. This creates a clear paper trail that holds suppliers accountable and gives you proof if they try to ghost you after taking your money.
What our clients say
I used to lose stock every week. Now I track every single item from my phone.
Nayebare Jenuario
★★★★★Business has never been easier. No hardware costs, just my phone. I stopped replying to DMs, I just send the link and the sales come in!
Fort High
★★★★★Excellent app. Very useful for managing my boda riders and tracking cash.
Christian TABARO
★★★★★How It Works
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