Pasabuy TrackerTracking downpayments and balances
Money is where most pasabuy stress comes from: a buyer who paid by GCash but didn’t send the screenshot, a downpayment you can’t match to an order, or a balance nobody remembers. A consistent payment routine protects both you and your buyers.
Ask for a downpayment before you buy
You are spending your own money abroad, often on items that can’t be returned. A downpayment — commonly 50% of the item cost, or the full amount for expensive or personalised items — confirms the buyer is serious. State your policy in your post: how much, by when, and what happens if the buyer backs out.
Record every payment the moment it arrives
For each payment, write down:
- Amount in pesos
- Method – GCash, bank transfer or cash
- Reference number from the GCash or bank receipt
- Proof – the screenshot the buyer sent
- A short note, such as “downpayment” or “balance on hand-over”
In Pasabuy Tracker, “Log payment” on an order captures all of these and attaches the screenshot. The order then shows as Unpaid, Partial or Paid, and the Payments tab adds up what you have collected and what is still owed across the whole trip.
Match reference numbers, not just names
Two buyers can have similar names, and family members often pay for each other. The reference number is the only reliable way to match a transfer to an order, especially when you check your GCash or bank history later.
Send a clear balance before hand-over
Once items are bought and packed, the final total is known (including the per-kilo handling fee). Message each buyer their exact balance with a short breakdown: items, service fee, handling, minus what they already paid. Buyers who see the maths rarely argue about it.
Only release fully paid orders
Make it a rule that items are handed over only when the balance is zero — paid online before meet-up, or in cash at meet-up and recorded on the spot. Pasabuy Tracker enforces this: an order can only be marked delivered once it is fully paid.
Keep a backup
Your payment records are proof if there is ever a dispute. Export a backup regularly (Settings → Export database backup in the app) and keep the file somewhere private.