Everyone knows who owes us, and nobody knows who was called last.
Collections turns the outstanding list into a day’s work: who to ring now, who promised a date, whose cheque falls due on the fifth, and which account has gone quiet since August. Every call leaves a note and a next date behind it. Friday’s follow-up stops depending on which customer happens to come to mind.
The ageing report is printed on Monday and worked on Monday. By Wednesday the collector is calling from memory, and the party who promised a cheque on the tenth is remembered on the fifteenth. The salesman who visits that shop every week has no idea a promise was made at all.
Each overdue bill carries its own trail: who spoke, what was said, and the date to speak again. Promises make a list of their own. One that was not kept comes back to the top of it, with the date it was given.
What collections and payment follow-up does.
Today’s call list
Bills due today, promises that fall due today, and cheques to be deposited. Sorted by what is worth the first call.
A promise with a date on it
He says the eighteenth. It goes on the bill, and on the eighteenth it comes back whether or not anyone remembers.
Notes the next person can read
What his accountant said, which bill he disputes, and the fact that he pays only after the tenth.
Reminders before and after the due date
A statement on WhatsApp or by email, before it is overdue and again after. Polite first, plainer later.
Collections from the field
Cash or a cheque taken at the shop is entered on a phone against that bill, with a receipt going to the customer then and there.
When it should reach the owner
Past the days you set, or past a value, the account moves to the owner’s list instead of staying on the collector’s.
The people who open this every day.
Accounts assistant
Works the list from the top and keeps the notes current.
Field collector
Carries the day’s route on his phone and records what he actually brought back.
Sales executive
Knows what his customer owes before he asks him for the next order.
Owner
Reads promises broken twice, and decides who stops getting goods.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Invoice management
- Receipts management
- Credit control
- WhatsApp and SMS
- Tally
Products that include it.
How we would put it in.
Questions owners ask about collections and payment follow-up.
Can it send reminders automatically?
It can, and for most trades it should not do it to everybody. A blast annoys the customer who pays on the twelfth every month. Automatic works well for statements and due-date notices, and a person is better past sixty days.
We have fifteen customers. Is a diary enough?
Yes, while one person does the calling. The diary fails when two people chase the same party, when the collector leaves, or when a dispute from October is settled in March by guesswork.
Do the outstanding figures come from Tally?
They can. Bills and receipts come across, and the follow-up notes and promises live here, because Tally has nowhere sensible to keep them.
Which of your products collect money like this?
Our Loan Management System sorts accounts into overdue buckets and lets field agents record receipts on a phone. Chit Fund Management Software books collections against each instalment due, with a receipt number for every one.
Businesses that ask for this.
Tell us how you handle collections and payment follow-up today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- We reply the same working day
- Your details stay private