Monthly Collections and Customer Statements Report

Crystal Richard Updated by Crystal Richard

Monthly Collections

This document provides step-by-step instructions for setting up, customizing, and using the Collections Report to create a more efficient monthly collections process.

Following up on outstanding invoices each month can be a time-consuming and repetitive task. The Collections Report simplifies this process by giving users a centralized view of open and past-due invoices, allowing them to quickly review customer balances, send consolidated statements, generate PDF reports, and provide customers with a convenient payment experience.

This guide walks through how to configure and customize the Collections Report, save it for quick access, and leverage built-in email and PDF functionality to streamline monthly collections. By using these tools, you can reduce manual effort, improve consistency in customer communications, and spend less time managing accounts receivable while helping customers easily review and pay outstanding invoices.

Benefits of Using the Collections Report

  • Access all open and past-due invoices in a single view.
  • Group invoices by customer for easier account review.
  • Save customized report views for fast monthly access.
  • Send consolidated statements with a payment link directly to customers.
  • Generate PDF statements for printing.
  • Create notes and follow-up tasks to ensure collections activities stay on track.
  • Reduce the time spent preparing and sending monthly collections communications.

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Collections Report

  1. Click the Dashboards icon. This opens the navigation menu containing dashboards, reports, and other modules.

  1. Click Reports. This navigates to the Reports page where you can access various saved and default reports.
  1. Scroll down to the Invoices section.

Click Collections under the Invoices section. This opens the Collections report showing total invoices, payments, and balances.

  1. Click the star icon to save this report as a favorite. Saving the report as a favorite allows quick access from the Reports dashboard.
    Save routine reports as favorites for easy access at the top of the Reports screen.
  2. Click the Customer Collections dropdown. This dropdown allows you to switch between different views or edit the current view.
  1. Click the edit icon next to Customer Collections. This opens the view settings where you can customize the layout and type.
  1. Click the green button Update View to save changes and return to the Collections report view.
  1. Review the updated Collections view. The table displays all open and past-due invoices, grouped and sorted by customer.
  1. Scroll down to view the invoices for Beach City Fitness. This section groups all outstanding invoices for this specific customer.
  1. Click the email icon to the right of the customer name.
    This opens the Send an Email dialog to send a consolidated statement of all open and past due invoices.
  1. Click the To (Customer) dropdown field. This opens a list of available contacts associated with the customer.
  1. Verify the email options and included invoices. The email automatically includes a payment link, a consolidated statement PDF, and individual invoice details.
  1. Click the Send button. This sends the email containing the payment link, statement, and all included invoices.
Customers can pay all invoices with a click on the streamlined view of the external payment link, saving time for users and customers alike.
  1. Click the PDF icon next to the total balance. This downloads a consolidated PDF containing all the invoices listed on the statement for easy printing.
  1. Review the Email PDF option for an individual invoice, by hovering over the invoice line. The first icon allows you to send a single invoice directly to a contact, rather than the entire statement and invoices.
  1. Review the Download PDF option. This lets you download a PDF copy of a single invoice.
  1. Review the Add New Note and Task options. Creating a note regarding collections details can be helpful to organize details.

Leveraging consolidated statements, automated payment links, and downloadable PDFs makes it easier for both your team and your customers to review and resolve outstanding invoices. Additionally, note creation tools help ensure that important details are not missed, keeping collections activities on track and improving overall accounts receivable management.

By incorporating this workflow into your monthly routine, you can streamline collections, improve efficiency, and provide a better customer experience, allowing your team to focus more time on revenue-generating activities and less time on administrative tasks.

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