Accounts Receivable Department System

Every customer invoice enters as a card in the “Invoice” column upon issuance, with payment terms and due date; it moves to “Follow-up” a few days before the due date to confirm it arrived and was approved on the customer's side — much late payment is caused by an invoice that never entered the customer's system in the first place. If the due date passes without payment, the card moves to “Reminder,” where the agreed reminder sequence runs: a polite message, then a call, then a formal letter — each step documented on the card with its date. On payment it moves to “Collection” with the deposit reference; cards that blow past their time limits are raised to “Debt Aging,” where they're classified and their actions decided — stop supplying, reschedule, or escalate — and the “Report” summarizes the monthly position and collection metrics.

Dues records each customer's balance: the invoice as a credit entry at issuance and the collection as the offsetting entry, so customer balances and debt aging are visible in real time to those authorized. For any new credit decision — additional supply or extended terms — the customer's balance and history are pulled straight from Dues.

Chat coordinates the collective collection effort: sales is notified before any official reminder to their customer, collections asks sales to intervene with their relationship when needed, and management is alerted to cases heading toward late aging buckets. Work flows from the accountant who issues and logs the invoice, to the lead collector who drives follow-up and reminders, to the finance manager who decides the actions for delinquent debt.