Review open invoice balances by age, then follow the customer and invoice that need attention.View full size ↗
From the first step to the next
See how the work comes together.
Explore the screens your team uses and the records that keep the work connected.
Receivables and collections
Give outstanding balances a clear next step.
Review each customer’s open invoice, due date, remaining balance, and age. Compare overdue amounts with the current bucket before opening the invoice for follow-up.
Review open invoice balances by age, then follow the customer and invoice that need attention.View full size ↗
Take a closer look
The details behind the workflow.
How do I find overdue customers, send an account statement, and record the next collection step?
Use A/R & Collections to review current customer balances and aging, generate a statement, email its PDF, and log collection activity with a follow-up date. Record payments against the correct invoice and apply available customer credits or deposits to reduce the remaining balance.
Receivables, statements, and collectionsFollow unpaid balances through statements, collection notes, and applied credits+
How do I find overdue customers, send an account statement, and record the next collection step?
Use A/R & Collections to review current customer balances and aging, generate a statement, email its PDF, and log collection activity with a follow-up date. Record payments against the correct invoice and apply available customer credits or deposits to reduce the remaining balance.
01
Find the customer balances needing attention
Open A/R & Collections and review outstanding invoices and aging buckets. Use the customer record and invoice references to identify what is still owed before contacting the customer.
02
Generate an account statement
Choose the customer and generate the current statement. Nexus creates a saved snapshot containing the customer balance and supporting invoice information, which can be downloaded as a PDF.
03
Email the statement with context
Review the recipient and add a message. Send the statement PDF from the email dialog so the customer can see the account balance in a single document.
04
Log the collection conversation
Record the activity type, notes, outcome, priority, and follow-up date. Keep the next collection action with the customer so another office employee can continue the conversation.
05
Apply the money or credit to the right invoice
When a payment arrives, select its invoice and enter the amount, method, date, and reference. In Credits & Refunds, select a customer credit or deposit and apply an amount to an open invoice for that same customer.
06
Review what remains outstanding
Refresh receivables after the payment or credit application. Check the remaining invoice balance and the unused portion of the customer credit or deposit before making another collection request.
Aging describes current outstanding balances
Aging uses current balances as of today in the company timezone. It does not reconstruct a historical receivables balance for a prior date.
Customer credits and deposits remain traceable
Credits & Refunds shows the original amount, applied amount, remaining balance, linked invoice or job, and status. The application amount cannot exceed the available customer balance or the selected invoice balance.
Refund records remain distinct
The Refunds view displays refund accounting records, including their status and payment reference. Use the relevant payment processor workflow when actually returning processed funds.
A few more answers
Questions about this workflow
Get clear on the steps, the customer’s view, and the setup your team will need.
Can I email one statement covering the customer account?
Yes. Generate the customer statement, review its saved balance and recipient, add a message, and send the attached PDF.
Can staff record a promise to pay or another collection follow-up?
Staff can save collection notes, an outcome, priority, and a follow-up date on the customer collection record.
Can a customer deposit be applied to a later invoice?
Yes. Choose the deposit in Credits & Refunds and an open invoice for the same customer. Apply an amount within both the available deposit and invoice balances.
Will an overdue invoice automatically send a collection email?
The workflow described here is a staff-reviewed statement email and collection log. It does not send a collection sequence merely because an invoice becomes overdue.
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