The Collection Manager is a terrific tool for improving how you get paid. It’s like a Daily Job Status report for your unpaid invoices, listing everything owed to you by your clients.

When the Collection Manager window is opened, it lists every posted, unpaid invoice from Accounts Receivable. Every invoice for every account executive or account team is included. Receivables are color-coded by age, highlighting the problem invoices so that they can get the top priority by the billing department.

Use the collection status to track what you’ve done to get an invoice paid, similar to the billing work flow for unbilled jobs. The different statuses methodically walk through the collection process until the invoice is paid—or written off as uncollectable.



Invoices are grouped together by client then sorted by invoice number. For each invoice you’ll see its billing date, due date, total billed, balance due, and payment status. Clicking on an invoice displays its billing, payment, and collection status in the tab area at the bottom of the window.

To see unpaid invoices for a specific client, choose the client name from the pop-up menu.

Clicking on an invoice in the Collection Manager displays billing and payment details. Clicking on a tab displays the invoice description, payment status, past collection actions, and the next collection action.

The payment status classifies each invoice by the last collection follow-up. Newly posted A/R invoices automatically get the invoice sent payment status. When an invoice is paid, it stops appearing on the Collection Manager. Color coding identifies each invoice’s age. Invoices less than 60 days past due appear in green, while invoices less than 90 days old appear in yellow. Invoices past due 90 days or more appear in red. In addition, an optional payment status note can be included to better explain the invoice’s payment status.

About This Invoice shows the invoice’s billing type (e.g., progress/final billing, estimate billing, advance billing, etc.), the client contact to whom the invoice was billed, the invoice’s job number, the invoice description, who added the invoice, and the invoice’s days until due (or past due).

Payment Status displays the invoice’s current status, which you can change by selecting a status from the pop-up menu. In addition, you can enter an optional note to document more about the invoice’s payment status. To change an invoice’s collection status, enter your changes then click on another tab or click on a different invoice in the list, which will prompt you to save the changes.

Collection Actions lists prior phone calls, letters, and meeting notes from the client diary that were added with an invoice number.

Next Action lets you schedule a follow-up phone call, letter, or e-mail for the selected invoice. You can assign an upcoming collection action to any staff number (for example, the client’s account executive) by entering their initials in the “by” field. These collection actions will appear on the Accounting Calendar and in the staff member’s personal calendar. To change an invoice’s next action, add your changes then click on another tab or click on a different invoice in the list, which will prompt you to save the changes.

Clicking the change status button will update the payment status on one or more selected invoices. The payment statuses documents what has last happened to get the bill paid. They are preset in Clients & Profits X (they can’t be customized) and are arranged in roughly the order they should be performed.

The standard payment statuse include: Invoice sent, courtesy call, resent invoice + reminder, sent statement, follow-up call, account on credit hold, sent demand letter, last chance call, sent FINAL NOTICE, payment doubtful, sent to collections, write-off, and disputed billing. These statuses can't be changed and new statuses can't be added.