Payments and collections

Track milestone invoices and collection status through a payment receipt. Billing Specialist records a payment code, invoice number, amount and due date against a service milestone. A scheduled record moves to invoiced as the invoice is raised.

• Open the payment record. Billing Specialist records a payment code, invoice number, amount and due date against a service milestone. A scheduled record moves to invoiced as the invoice is raised.
• Follow exceptions. Overdue and disputed statuses put collection items in the same saved list. Days past due is calculated for follow up. The milestone shows received and outstanding amounts from linked payments.
• Record collection. When a payment is marked received, the Milestone Payment Receipt workflow writes a payment operation receipt. The payment record can hold paid date, method and a reference note.

The team can follow each decision through its source record. References connect work to the client engagement, while statuses keep the current queue readable. Review a record before changing its status so the next person can understand why it moved.

Agree who checks bank evidence before marking a payment received, how disputed invoices are resolved and whether one milestone needs more than one payment record. Keep invoice references consistent with the accounting connection. Keep record ownership clear when a colleague is away. Use the status lists during a pilot to make sure submitted items are visible to the person expected to act.

A milestone invoice is due in two weeks. Billing records its invoice number, amount and due date. When the due date passes without collection, the payment is marked overdue and appears in the follow up list. The client later supplies a remittance reference. Billing confirms the collection externally, records the paid date and method, and marks the payment received. The workflow writes the collection receipt. The manager can then see the milestone’s received and outstanding amounts in its delivery context.

Billing Specialist checks the payment status against the invoice number and external collection evidence before marking it received. The Payment Record receipt then records that app action. The linked milestone shows received and outstanding amounts, which the manager can compare with the milestone amount during reconciliation.

• Payments Overdue Or Disputed — Past due and challenged invoice records for follow up.
• Service Milestones Ready To Invoice — Approved delivery obligations before invoicing.

Follow the related process and review the data model when preparing a pilot.