Accounts Receivable in ServiceMinder

Accounts Receivable Management

Just like cash, accounts receivable should be managed daily and balanced monthly to your Quickbooks. 

In the left menu, select Open Invoices.

Sort all invoices by clicking on the date. Are there any old past terms? If yes, collect or write off.

Then, click date again and look for future dates. The default is that every invoice with money due will display. This is in accrual mode--future dates will display along with past. QBO is in cash mode, so when balancing you should make sure you are in sync with your accounting method. 

The Balance Due total should match your QBO. Be sure the filter at the bottom is clear so you don't unintentionally exclude invoices.

Finally, find the Payment Plan column and search by blank. These are invoices without a payment plan like check payers. Verify that they are in terms and add a Task for each as a follow up as necessary.

Receiving Payment in ServiceMinder

Check Payers

When creating a proposal, staff should always require a payment plan. This keeps proposals from being accepted by the customer, but never paid. A customer MUST call the office to accept a proposal and pay by check. Some offices elect to put a note to this effect on the Proposal.

When the customer calls, the sales associate should view the open proposal, (or if a new customer create one—a best practice is to always begin with a proposal, not schedule, as it presents all the options.)

Sales staff should be able to accept the proposal over the phone if the client wants to purchase now using the Accept button on the proposal.  Record the name of the person accepting, apply any offer codes and select any options.  Then select ‘None’ for a payment plan and click Accept.  This takes you to the 'Accepted Proposal'.  Click Schedule, then Schedule now. Then, if you have the check/first check, go to Pay and choose the dropdown for check. Add enter the the check amount and number in the reference field.

You may use the Split function to divide an invoice into several to accommodate check payers that wish to pay over time. 

You can unsplit invoices that were previously split. Only remaining invoices that were unsplit, haven't been edited and don't have payments applied may be unsplit. This is handy for cases where you split an invoice for someone who will be paying over time by check and then decides to convert to paying by card.

If you don’t have the check, create a Task to follow up.

(reviewed and updated 12/12/24)