Getting Paid

Finance > Receivables is the view of what clients owe you and how late it is. It reads from issued invoices and the payments recorded against them.

Reading it needs any invoice capability. Reminders, statements, holds and promised dates need finance:manage_receivables. Figures appear only with finance:view_prices.

The ageing

Clients are rows and age buckets are columns: current, then 1 to 30, 31 to 60, 61 to 90 and over 90 days. Each row shows the total owed, how many invoices are overdue, whether the client is on hold, whether anything is disputed, any promised date, and the client credit available. Average days to pay shows how this client actually behaves, not the terms they agreed.

Two switches change what “late” means:

• By due date ages an invoice from when it was due. This is the usual view.
• By issue date ages it from when it was issued.

Choose a client to expand their invoices with the days overdue and the bucket each one falls in.

Reminder sequences

A reminder sequence is a named set of steps, each an offset in days from the due date, a channel and who it escalates to. Negative offsets are reminders before the due date. Set them up under Settings > Organisation Settings > Reminder sequences, where you also choose what stops a sequence: the invoice being paid, being disputed, or a promise to pay, and whether a part payment pauses it.

Apply one from the receivables row (Reminders) to pick it up on every open invoice for that client, or in bulk from the invoices list. A single invoice can pause its reminders on its own page.

Reminders pause automatically while an invoice is disputed, and start again from where the sequence left off when the dispute is cleared.

Promised dates and holds

Recording a promised date on an invoice tells the sequence to wait for it, and shows on the client’s row so nobody chases twice.

Putting a client on hold with a reason is the stronger step. It shows on the receivables row and on their billing profile, and issuing a new invoice to a client on hold is refused until the hold is lifted.

Statements

A statement lists every invoice, credit and payment for a client in a date range, with the opening and closing balance. Choose Statement on the client’s row, pick the range, and generate it. Once it has rendered you can download it or send it, with recipients, a copy to list and a message.

Other ways money arrives

A client can pay an invoice online, settle it across a payment plan, or be charged a late fee when it runs over. See Online Payments, Payment Plans and Late Fees.

Payments are otherwise recorded by hand as they arrive, or imported from your accounting system when a connection is on. See Accounting Connections for what a connection carries. To match a payment against your bank statement, see Bank Reconciliation.

Recovering a removed receipt

A receipt can be removed after its credit has been applied or some cash has been refunded. The remaining invoice payment is undone. Credit already applied stays on that invoice, and the spent or refunded amount becomes a separate Receipt recoveries balance. Unused credit is cancelled.

Find these balances in Finance > Receivables, below invoice ageing, or Finance > Payments > Receipt recoveries. Invoice ageing covers invoices; recovery balances are shown separately and are included in total receivables, statements and the cash forecast.

To record a repayment, you need finance:record_payments and the prices view:

1. Choose Details beside the client.
2. Enter the amount already received, Record on date, method and reference.
3. Add a note if needed, then choose Record receipt.

The amount cannot exceed Still to recover. Use a writable date on or after the latest recovery activity. Recording a receipt reduces the balance; it does not transfer money, create another invoice or create available client credit.

If a receipt was entered incorrectly, choose Correct receipt, enter a date and reason, then Save correction. The correction restores that amount once. Use Include fully recovered to inspect completed histories.

On Receivables, Statement beside a recovery generates a statement for that client in the balance’s currency and billing entity, even if no unpaid invoice row remains. Generating statements needs finance:manage_receivables.

Next step

Close the month: Month End, or see when the money is expected in the Forecast.

Refunds must be supported by the original payment’s remaining allocations or unspent credit. An unsupported remainder is refused without recording a partial refund. Manual invoice refunds trace each cash receipt separately and exclude non-cash credits and write-offs. See Invoices.

Help from Ru

Ask Ru to explain this workflow, inspect records you can access, or carry out supported steps when you authorise them. Your permissions and approval rules still apply. See Finance with Ru.

A retainer credit that covers its whole fee leaves no amount to collect. The fee and carry remain visible on the invoice. See Retainers for monetary carry and corrections.

If a delivery attempt stops before its outcome is recorded, review the failed send and check with the recipient before sending again. Runnit does not automatically repeat a send with an unknown outcome.

For the saved invoice PDF, secure client link and email delivery status, open the invoice. See Email an invoice.