RB User Guide > Entities > Firms

Recording collections efforts

If a client is in arrears, RB can help you track collection efforts and results. Run the Aged A/R report to find clients who owe you money, then contact them and record your efforts and set follow-ups.

Continued from Finding overdue invoices or Updating firms.

  1. In an Edit Firm window, scroll or jump to the Collections pane.
  2. Any previous collection attempts are listed in the results grid. Click new button.
  3. In the New Collection panel, Action Date automatically records the current date and time and is not editable.
  4. Select the method of contact used for this collection effort in the Action Type drop-down. Collection Action Types are set in Lists > Firms.
  5. Record what transpired with the collection effort in *Notes (required).
  6. If you want to set a follow-up reminder, check the Set Remind box. Then enter a date and time to follow up in the *Remind Date fields (required). And designate someone on staff to receive the reminder in the *Remind To drop-down (required). This information is used in Collection Follow-up.
  7. Click Save. The collection effort is recorded in the Collections pane.
  8. Optionally, enter or update any of the following:
  9. Click Save.
NOTE: Canceling collection notes

If a note is no longer relevant, you cannot delete it but you can cancel it. Click the note’s hyperlinked date, then click Cancel Note in the View Collection Note panel. Click Yes in the popup. The note will be canceled and not appear in the collection notes log.

To see canceled notes, click options button > Show Cancelled Notes. Canceled notes appear with a line through the note and Canceled information in red.

TIP: Filtering collection notes

To see only certain types of notes in the collections notes log, click options button > Type Filter. In the Type Filter panel, uncheck the Action Type box, then check the box(es) of the action type(s) you want to view. Click OK.

NEXT: Use RB9’s collection tools to contact, follow up & forecast

If you have RB9, you have additional tools to help you collect. Use RB9’s collection form letters to contact clients via email or traditional mail with collection details automatically included. See Sending collection letters. Then use Collection Follow-up to keep on top of your collection efforts. See Following up on collection promises. And finally, use Collection Forecast to see what income you can expect from your efforts. See Forecasting cash flow from collections.

Reference
Step-by-step instructions