Customer Collections

[jnoone]

Does anyone have a good process for following up on invoices at regular intervals for collections? I need my collections department to have a process for this that works with ST and so far I am unable to build a report to accomplish this - it would be great if there were something similar to Estimate follow up for past due invoices but the AR screen is not it. I want to be able to schedule follow up for day 1/5/7/10/20/30/60 but there is no automated way to do that. Hoping some of you have a workaround that we can mirror! Thanks in advance 🙂

[cclarke]

We get an automatic Account Receivable email from ST that shows all our AR's (current, 30, 60, 90)

We clean it up and email and call our customers daily to get payment. Most of the time they just need the payment link then its easy for them to pay.

[dwhite45]

I use The "Accounts Receivable (Summary)" report in the Legacy Reports. Change the status to "All" and include the pinned notes. It shows the account balances and then breaks them down <30, 31-60, 61-90, 91-120, and >120. Then I just scroll through and start calling and emailing on anything over 30 days starting on the 10th of the month. We send our statements out on the 25th, so it gives them a chance to pay before more late fees get added.

[kkemper]

Hello!! May I ask how you put late fees on your statements before sending them out? 

Thank you! 

[dwhite45 · Accepted solution]

Sure. Here are my notes...

STATEMENT: HOW TO CHARGE INTEREST AND CREATE ADJUSTMENT INVOICES:

1) CLICK ON “ACCOUNTING” IN GRAY BAR

2) CREATE A NEW BATCH

3) NAME IT (013019-STATEMENTS-DW), THEN CLICK OK

4) CLICK “CHARGE INTEREST” AT THE TOP, MIDDLE OF THE SCREEN

5) WHEN THE POP UP APPEARS, COMPLETE THE FOLLOWING DETAILS:

1. A) INTEREST RATE = 0.02 (WE CHARGE 2% AFTER 30 DAYS)
2. B) TASK CODE = PASTDUE
3. C) INV. TYPE = PAST DUE
4. D) INVOICE DATE = DATE

6) IN THE POP UP, THERE WILL BE A LIST OF INVOICES WITH OUTSTANDING BALANCES. ALL INVOICES    

     WILL BE SELECTED BY DEFAULT UNLESS THE INVOICE IS LESS THAN 1 MONTH OLD OR THE CUSTOMER

     HAS BEEN CHECKED AS A “DO NOT CHARGE INTEREST” CUSTOMER

7) ANY INVOICE CAN BE EXCLUDED FROM CHARGES BY UNCHECKING THE BOX NEXT TO IT

😎 ONCE ALL INVOICES ARE SELECTED AND THE FIELDS ARE FILLED IN, CLICK “CREATE  INVOICE

    ADJUSTMENTS”. THIS WILL CREATE NEW INVOICES ON THE ACCOUNTS

9) THESE INVOICES MUST NOW BE POSTED AND EXPORTED TO QUICK BOOKS

[kkemper]

Wonderful, thank you so very much! We are going to try this out!! 

[dwhite45]

I made soooooo many notes when we first started with ST. I am still making them as we go really. Let me know if I can try to help with anything else. I am mainly accounts receivable. donna@korrectplumbing.com

[kkemper]

I am sending you an email now! Have a quick question!! 

Thank you!

[KristinS1]

Do you have the Invoicing screen in the Accounting section? 

If you do I work my way through the different sections (current, 0-30, 30-60, 90+) every week and follow up with them.  If you do not have that section, reach out and request it!  It is amazing!