Collections (Order to Cash)

Collections lists the money your contract customers still owe you, sorted into aging buckets, and lets you email a payment reminder with one click. It is the last step of the order-to-cash flow: contract billed, invoice approved, cash collected.

Key capabilities

• One table of open receivables across every contract, with invoice, customer, due date, days overdue, balance, and aging bucket
• Aging buckets: Current, 1-30, 31-60, 61-90, and 90+
• Send reminder on any row to email that customer about the invoice
• Send reminders to overdue to remind every overdue invoice with a balance in one action, after a confirmation
• A Reminder column that records what happened on each attempt, such as who it was sent to or why it was skipped
• Export aging to download the AR aging report as a CSV file
• Sorting and column controls on the table; the table remembers your layout

How it works

Only invoices created from contracts appear here, and only those that still owe money (open or partially paid). Days overdue is counted from the due date, so an invoice due next week shows as "left" rather than overdue. Reminders are always sent by hand; DayZero does not chase customers automatically.

flowchart LR
  invoice["Open contract invoice"] --> aging["Aging bucket"]
  aging -->|"overdue"| remind["Send reminder"]
  remind --> email["Customer email"]
  remind --> log["Reminder column"]

How this differs from the Invoices page

The Invoices page has its own Collections tab, described in Invoices. The two serve different jobs.

• This page covers invoices that came from contracts only. Reminders are one click, use a standard message, and are limited to one per invoice per 24 hours.
• The Invoices Collections tab covers overdue invoices across your whole book, not just contracts. It lets you review and edit the reminder email before it is sent and keeps a history of reminders and collection workflows.

If you bill mostly through contracts, work from this page. If you also send one-off invoices, use the Invoices tab for those.

How to use it

1. Open Collections in the Order to Cash workspace.
2. Sort by Days overdue or Balance to find the invoices that matter most. The red text and the Bucket chip show how late each one is.
3. To remind one customer, click the send icon in the Actions column. A message confirms who the reminder went to.
4. To remind everyone who is late, click Send reminders to overdue, review the count, and confirm. The result tells you how many were sent and how many were skipped, and why.
5. Check the Reminder column to see the outcome per row, for example "Sent to" an email address or "Skipped - reminded recently".
6. Click Export aging when you need the AR aging report for a review or an auditor.

Pro tips

• The reminder email includes the amount due and due date, plus a pay link when one is available.
• A reminder is skipped if the invoice was already reminded in the last 24 hours, if the customer has no email on file, or if the invoice is not open or partially paid. Skipped rows explain why in the Reminder column.
• Send reminders to overdue is disabled when nothing is overdue with a balance. Hover over it to see how many invoices it would reach.
• Add a customer email in Customers before the first reminder, otherwise the row is skipped.
• Pair this page with Scheduled Invoices: approve invoices on time and fewer land here late.

In-depth guide

Balances. The Balance column is the amount still collectible after payments and applied credits, not the original invoice total. Link payments to invoices as described in Invoice Payment Linking so balances and buckets stay accurate.

Large books. The page loads invoices in batches. If you have a very large number, a notice says the page shows only the first portion and that totals may be incomplete. Use Export aging for the full list.

Buckets in the export. The downloaded AR aging report uses the same buckets and adds the contract each invoice belongs to. You can also get it in Excel format from Order to Cash Reports.