WindoorERP Documentation 19.0
8- Setup Accounting and Invoicing
Step 6/12

Chase what you are owed

Follow up overdue money in levels

Why this step

A single reminder email is not a collections process. Levels escalate on their own, disputes are recorded rather than argued twice, and a promise to pay is a date somebody is held to.

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What this does

Automates debtor follow-up letters across progressive escalation tiers, manages payment disputes, structures customer installment agreements, and tracks debt collector performance.

Before you start

  • Overdue customer invoices recorded in receivables.

Steps

Customer follow-up reports list showing total overdue balances and next action dates

Follow-up reports kanban board grouped by escalation urgency level

Customer follow-up statement editor with automated communication dispatch buttons

Customer follow-up communication audit history log

Follow-up history entry detailing client call notes and commitments

Customer payment installment plans registry

Payment plans kanban board tracking active and completed installment agreements

Promises to pay registry tracking client payment deadline commitments

Customer billing disputes list categorized by root cause

Disputes kanban board tracking investigation and resolution stages

Bad debt write-offs authorization registry

Debt collector performance rankings list

Collector recovery performance pivot table by territory

Important

Setting automated dispute freeze flags pauses collection reminders while site technical teams rectify snags, preserving client relationships.

  1. 01
    Open Accounting › Customers › Follow-Up Management › Follow-up Reports.
  2. 02
    Review customer aged balances and click Send Reminder to transmit automated WhatsApp and Email demands.
  3. 03
    Log customer agreements under Promises to Pay with committed target settlement dates.
  4. 04
    Structure formal recovery schedules under Payment Plans.
  5. 05
    Track unresolved billing disputes under Disputes and audit bad-debt authorisations in Write-offs.

Common mistakes

  • Writing off bad debts without logging formal legal demand notices and board approval.
  • Allowing high-risk clients to purchase new materials while existing milestone invoices exceed 90 days overdue.

Checkpoint

An overdue invoice escalates through your levels without anyone remembering to send the next reminder.