Agency accounts, statements and multi-currency receivables

Most of a transfer company’s revenue arrives not from the guest directly but through agencies and corporate accounts, which means what gets invoiced is not a single trip but a period’s total. This article explains how an agency’s account works, where the monthly statement comes from, and how agencies working in different currencies are tracked.

Why an agency’s account is its own topic

An agency can send dozens, sometimes hundreds, of transfers a month; invoicing each trip individually would create a reconciliation burden for both the agency and your own accounting. Instead, every completed trip posts as a movement onto the agency’s account; balance, due dates and overdue amounts are all tracked from that one account. When the account is kept in a separate system from the trip records, you end up re-matching, at month end, which trip corresponds to which payment — and that re-matching work compounds with every trip you add as the business grows.

The statement: many trips rolled into one invoice

If you carry a contracted corporate customer or a regular agency, the trips completed in a period are rolled into a statement: one list carrying date, route, passenger and amount. This statement is produced as a PDF or Excel file and sent alongside the invoice; the agency’s own accounting reconciles against this statement rather than trip by trip. For contracted work, contract and progress-billing management produces this statement automatically at period end; when choosing transfer software we recommend checking whether this automation exists, because a hand-built statement stops being sustainable once your agency portfolio grows.

Agencies working in different currencies

Foreign agencies typically want to be billed in EUR or USD. When an account is opened, its currency is set; every movement posted to that account is kept in its own currency but is also stamped with that day’s exchange rate and its TRY equivalent. The balance is summed from the TRY equivalent column, so even with dozens of agencies working in different currencies you can see your total receivable as one TRY figure — and a past movement’s exchange-rate stamp never changes afterward, whatever rate applied that day stays on the record. This matters especially when rates are volatile: last month’s movement is not recalculated at today’s rate, because that would mean your historical reports silently changed with every rate move.

Reconciliation and due-date tracking

Every account movement appears in order on a statement; if a collection is reversed, the row is never deleted — a reversing entry is written and shown struck through on the statement, so “why did the balance change” can always be answered retroactively. Balance that is not yet due and balance that is overdue are shown separately, broken into 0-30/30-60/60-90/90+ day ageing bands, so you can see from one screen which agency’s payment is running late. When a partial payment arrives, is refunded, or is cancelled, the balance is recalculated from the sum of movements at every step — there is no separate “statement total” logic; the balance on screen and the closing figure on the statement are always the same number.

The corporate customer’s own view

A corporate customer you work with regularly may want their HR or procurement team to see the status of their own trips and statement. The customer portal opens exactly this view to the customer under their own login; the customer can answer “where are this month’s trips, has the invoice been issued” without calling you.

Example: a corporate contract for 40 transfers a month

A software company has a contract with your transfer business for its employees’ airport transfers, averaging 40 completed trips a month. At month end, the system rolls those 40 trips into one statement with date, route, passenger name and amount columns. The statement is produced as a PDF and attached to the invoice; because the customer’s HR team can see the same period from their own portal login, any dispute over the statement surfaces before the invoice is issued. When payment arrives on a 30-day term, the account balance closes. A month later, when the same company cancels five of those trips and asks for a refund, that refund appears on the account as a separate reversing entry; the original statement lines are never deleted, only shown struck through — so an audit can answer “how many trips actually ran this month, how many were refunded” from one screen.

How this works in Rotenta

1. An account is opened for the agency or corporate customer in the muhasebe (accounting) module; the account’s currency (TRY, USD, EUR, etc.) is set at this point.
2. Every completed trip posts automatically as a movement to that account; movements in a foreign currency are stamped with that day’s rate and its TRY equivalent.
3. For contracted work, the sozlesmeler (contracts) module rolls the period’s completed trips into one statement at period end.
4. The account’s statement, balance and ageing breakdown are all tracked from one screen in muhasebe; a cancelled collection is corrected with a reversing entry, never a deleted row.
5. The corporate customer views their own trips and statement through the musteri-portal (customer portal) under their own login.

Frequently asked questions

Is a statement the same thing as an invoice?

No; the statement is the breakdown of trips, the invoice is that breakdown’s financial counterpart. The statement is sent alongside the invoice as a supporting document, not the invoice itself.

We have agencies billed in different currencies — does that cause confusion?

No; each account keeps its own currency, and your total receivable is shown as one number using each movement’s TRY equivalent.

How does the account connect to the trip data?

We explain how a trip is completed and posted to an invoice in our airport transfer day article; the account movement is created automatically at the moment of completion.

Which modules do we need to switch on?

Accounting alone covers the account and statement; the customer portal and contract management are added as needed. See which modules work together on the transfer software page.

Where can we get pricing and setup information?

See the pricing page for module-based pricing, or reach us on the contact page with any questions.