How to handle collections

The very best way to handle collection is to require a credit card on file and to pay the invoice with a credit card as soon as it is generated. The benefits are significant and many and include

  • 30% saving on processing receivables
  • Cash flow
  • Lower cost to your customer account payable
  • Customer has recourse to change payment 

  • Higher level of service to your customer. Everything is electronically delivered
  • Lower skill level required in office to handle receivables
  • Higher productivity
  • Accepted practice in almost all businesses

Other tools

If you cannot use credit cards then TAC OnLine has a full set of tools to use to help in collections:
  1. Site and customer notes
  2. Site and customer popup notes
  3. Collections note at customer level that appears on all collection reports
  4. Collections note that appears on an individual sites invoice (Located on financial tab of the site)
  5. Customer invoice note located on the main tab of the customer. Prints on all associated sites invoices
  6. Division note that prints on all invoices for all sites within that division
  7. F11 notes dispatch board to call up all open collection notes searchable by site, customer, division, Clerk, code, date and note status (open, closed both)
  8. Printed site notes  Reports\sites\notes tab
  9. Start of day popup notes and you can set the number of days warning
  10. Several receivable aging reports with several search options (Reports\ invoices\ Age reports)

Step-by-Step Business Operations in support of collections

As you can see you have many options. Below are several step-by-step alternatives using these tools:

  1. Traditional - Locate Call - Reminder driven by age report
  2. Paperless Collections 
  3. Operational warnings

Traditional Collections

If you run a traditional billing system you have approximately 2 months billing outstanding at any time. It takes over a month to pull in receivables for mailed invoices and another month to make the calls for troubled accounts. The steps are:
  1. Generate invoices
  2. Fold and stuff
  3. Mail
  4. Print collection \ aging report and call on over due invoices
  5. Make a note on the customer collections note for any arrangements
  6. Repeat calling until all past due accounts reached
  7. Post daily receivables
  8. Repeat steps 4-7 

Paperless collections

Link to article on Paperless Collections

Operational Warning

These are tools so everyone else in the compnay can now troubled accounts and when encountering them act accordingly

  • Site popup note - whenever the site is accessed this note is displayed
  • Customer popup notes  - whenever any site associated with a customer is accessed
  • Enter a budget amount on the site and a warning will appear on routes when exceeded. Instruct drivers how you want them to handle e.b. clean and lock unit, Talk to someone on site, etc
  • Customer name highlighted in red is on any site for that customer, if any site is past due