Payments and collections: the fee, the balance, the promise
Money reaches you your usual way: cash, UPI, bank. This lesson shows how to enter it against the lead, hand over a receipt, and keep calling for what is still owed.
- Put a fee on a lead so the balance is tracked.
- Enter a payment and print its receipt.
- See everyone who still has a balance.
- Call for outstanding money and note a promise with a date.
Step by step
Two apps do this work: Payments, for fees on a lead, and Collections, for money that is owed. Accounts open very soon. The steps below are the screens as they are built today.
- Put the fee on the leadOn the lead’s page press Edit and fill in Fee quoted. The Details card then shows Fee quoted, Received and Balance.
- Enter the moneyWhen money arrives press Record payment on the lead’s page. Fill in Amount received, pick Paid by (UPI, Cash, Bank transfer, Card or Cheque), add a Note such as the UPI reference, and press Save payment.
- Give the receiptThe Receipt opens at once with the amount, Paid by, Date, Balance and Taken by. Press Print or save as PDF. It is a payment receipt, not a tax invoice.
- See the stage moveThe full fee moves the lead to your won stage. In the coaching pack a part payment moves it to Part paid. If the rule Balance fee reminder is on, a follow-up for the balance is made some days later.
- Open PaymentsThe Payments app shows Collected in these days, Collected today and Balance to collect. The card Balance to collect lists each lead with a balance and a Record button. Every row in the table has a Receipt button.
- Add money that is owedOpen Collections and press Add: Name, Phone, Amount, Bill or reference, Was due on. Or press Import from Excel with the headings Name or Party, Phone or Mobile, and Amount or Outstanding.
- Log the collection callPress Log call on a row and pick one: Promised, Paid in full, Part paid, No answer, Call later or Dispute. Promised asks for the date they promised to pay on. Part paid asks for the amount received now.
- Work the five viewsThe Collections menu has To call, Promised, Broken promises, In dispute and Paid. A promise whose date has passed moves to Broken promises by itself.
Screens shown with the demo company, Disha Career Academy in Surat.
Good habits and common mistakes
- Enter the payment while the person is still in front of you, and hand over the receipt.
- Write the UPI reference or cheque number in Note.
- Open Broken promises every morning before To call.
- Entering a payment on a lead with no fee quoted. The balance cannot be tracked until the fee is set from Edit.
- Typing more than the balance. The amount cannot be more than what is left.
- Waiting for a pay link. Pay links are not connected. Money comes to you directly and you enter it here.
- Handing the receipt over as a GST bill. It says on it that it is not a tax invoice.
Asked about this lesson
Can it collect money online for us?
No. Pay links and payment gateways are not connected. You receive the money your usual way and enter it.
Can a caller enter a payment?
Only if the owner ticks the Payments app for that login in Team. Callers do not have it from the start. They do have Collections.
Where do instalments after admission go?
A won lead becomes a customer. In the Customers app press Add a due date, say what is due and when, and choose whether it repeats.
What does it cost?
Prices are coming soon. Unlimited usage, no per user charge, no per client charge, no setup fee. Pricing is on the home page. Accounts open very soon.