Monthly customers are invoiced on the 15th of the month for the next month's services. Payment is due 15 days after the invoice date.
There is one exception.
Exceptions
Talker Inc is billed on the first of the month for the following month's services. Payment is due 30 days after the invoice date. We charge their bank account on file five days after invoicing (fifth of the month).
Invoice Creation
Invoices are synced from Autotask to Quickbooks Online via the AT integration. Log into the integration at:
Once in QB, for customers who have requested a card payment option, we manually add a 3% fee before sending the invoice. There is a "service" in Quickbooks called Credit Card. We just add the invoice total under rate. It is multiplied by .03 to get the credit card fee total.
Follow-up with clients on open invoices.
Automatic follow-up takes place three times
After 30 days overdue, interest is added to the invoice.
If still no payment, office admin calls customer.
Payments
Customers can pay by check or ACH via Quickbooks Payments. If they want to pay with credit or debit card, they can request it. When we enable cc or debit card payments, we add a 3% fee to the invoice before re-sending it. (Customer is notified of this in the invoice emails, but customer should also be advised/reminded of the fee at time the request is granted.)
A few customers use third-party payment systems, so payments may show up in the Secondary Checking account (-1483) without further notification.
LPP Fusion uses Bill.com. Sometimes Bill.com sends a check and sometimes they use Direct Deposit via bill.com. Unlike other customers, LPP's deposit goes into the main checking account (9438).
Kinetic Communities Consulting uses Gusto with Direct Deposit to secondary checking as of 6/2024.
Girls Inc of NYC occasionally pays via Direct Deposit to secondary checking.
No other customer or bill payment service should be given DD access to the Main Checking account without Roberta's authorization.
AutoPay
For customers who have agreed to "auto-pay" for their monthly invoice office admin manually charges the card or checking account on file five days after the invoice is issued. Once we charge the card, we immediately send a payment receipt via QuickBooks.
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