The Collections Center is where you chase money. Overdue lists every customer with an invoice past due — how much, how late, the invoices behind it and the last note about it. Almost Due lists invoices falling due in the next few days, so you can remind customers before they are late. Tick customers and Send Reminders to email each their open-item statement; add notes to record what was said and when to follow up.
Opening it
Customers ▸ Collections Center, or Home ▸ Collections Center. It opens over the Home Page; Esc takes you back to the Home Page. It needs permission for the Invoices list.
The toolbar
| Control | What it does |
|---|---|
| Overdue / Almost Due | Which list to show. |
| Days | For Almost Due: Next 7 days, Next 14 days or Next 30 days. |
| Total | The total of the list. |
| Refresh | Reloads. |
| Send Reminders | Emails the ticked customers. |
The list
Each customer shows:
- a tick box, to include them in Send Reminders;
- their name, and a line with how many days overdue (on Overdue), how many invoices, their email (or no e-mail), phone, and the Last note with its date;
- their balance (red on Overdue);
- Notes — to read and add collection notes;
- Customer — to open their ledger.
Expand a customer to see their invoices: Invoice (number), Due (date), (n) days late or due in (n) days, and the balance. Click an invoice to open it.
With nothing to show: Nobody is overdue. or Nothing falls due in the next (n) days.
Sending reminders
- Tick the customers.
- Click Send Reminders.
- Confirm Send (n) reminders? — Each customer is e-mailed their open-item statement: every invoice they still owe, and the total. Customers without an email address are named and skipped.
- Click Send.
SeroBooks confirms (n) reminders sent. and adds a note to each customer — Reminder e-mailed (open-item statement). — so the history shows it. If none of them has an email address, it says so.
Collection notes
Click Notes beside a customer:
| Field | What to enter |
|---|---|
| New note | What was said — "Promised cheque Friday", "Disputes invoice 1042". |
| Follow up | Set a date to be reminded to follow up, then pick the date (On). |
| HISTORY | Every earlier note, with its date. |
Click Save Note (or Close). The latest note shows on the customer's line.
Tips
- Check Almost Due each week and remind large accounts before they are late.
- For reminders that go out by themselves, set up Payment reminders.
- Record every call as a note; it is the first thing to check before calling again.