A payment can be processed in several ways, some automatic, some manually.
Automatic Payments
If you are set up with Trakker Payment+ then when the email is sent to the customer, they are able to make a payment via CC, Debit Card, or ACH online and Trakker will automatically receive notification of the payment and apply it to the invoice that the customer paid online.
The customer an also select Auto Payment so that the next time an invoice is generated for that customer, Trakker Payment+, through the payment processor, will immediately process the invoice payment to the CC or Debit card they set up for the Auto Payment. These too will automatically update Trakker of the payment and apply it to the correct invoice.
Manual Entry
Payments can of course be entered from other sources such as cash, check, or Credit card payments from other outside systems. The payments can easily be entered via the Invoice List.
- Go to the Invoice List
- Filter to the Invoice # that is being paid. If there is more than 1 being paid on a single check/cc payment you will need to repeat these steps for the other invoices
- Click that invoice
- Click the Payments tab on the invoice
- Click Add New
- Select Payment Type
- Fill in Amount (if payment is for more than 1 invoice, just fill in the dollar amount to apply to this invoice)
- Fill in the Check # into Number (if applicable)
- Record->Save (or F9)
Automated Statements
Trakker can be configured to automatically send customers statements of outstanding invoices. When this is set up, then once the invoice has reached the day after the net due, default is 30 days, then a statement will be sent to the customer listing all outstanding invoices with a link to the online payment page (if using Trakker Payment+). The statement can be configured to send out on a regular basis after than until there are no longer any overdue invoices. Just like with the invoice autoemailer where customer contact is set as the Auto Invoice recipient with a checkbox, there is a checkbox for Send Auto Statements.
We often recommend sending it every 15 or 22 days, not 14 or 21, so that it will send on a different day of the week (we skip weekends) each time increase the likelihood of the AP person seeing and responding to it.