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Collections Center overview

The Collections Center helps you manage collecting payments from your customers. It lists all overdue and almost due invoices in a single place. You can send email reminders to one customer or many customers, and it tracks customer notes about your collection efforts.

To open the Collections Center:
  1. Choose Customers > Customer Center.

  2. At the top of the Customer Center, click Collections Center.

You can

See overdue or almost due invoices

When you open the Collections Center, QuickBooks lists overdue invoices by customer. If you track jobs, QuickBooks lists invoices by customer and job.

Click the Almost Due tab to see a list of almost due invoices.

Review individual invoices

  1. Move the pointer over the invoice number, invoice amount, or days overdue.

  2. Double-click when the pointer changes to a hand.

Sort the customers in the list

Click the appropriate column heading to sort the customers and jobs by Customer Name, Balance, or Days Overdue.

Send collection emails

When you send collection emails, your customer receives each invoice as a PDF attachment along with a cover note.

  1. Click the Select and Send Email iconEmail all icon. QuickBooks lists the invoices in the next window.

  2. By default, QuickBooks selects all invoices. To select individual invoices:

    1. To the left of the Customer Name column heading, click to clear the checkbox.

    2. Select the checkbox next to each invoice you want to email.

  3. (Optional) Change the From, Cc, Bcc, Subject, and email text fields. These changes are not permanent and affect only these emails.

  4. Click the Send button.

QuickBooks tracks the date you sent the email in the customer's Notes field.

Enter or review Customer notes

Each customer or job you set up has its own notepad to keep miscellaneous notes. When you send a collections email, QuickBooks enters the date and time as a new note. You can review or add notes from the Collections Center.

To do this task

  1. Click the Notes iconnotes icon next to the customer and job.

  2. Enter the notes in the window.

  3. Click Save.

Learn more about notes for your customers and jobs.

Change how QuickBooks defines overdue and almost due invoices

QuickBooks uses the due date of the invoice as the "base" for calculating when invoices are almost due and overdue.

  • An invoice is overdue if it is unpaid 5 days after the due date.

  • An invoice is almost due if it is unpaid 15 days before the due date.

You can change the number of days QuickBooks uses in the calculation.

To do this task

Only the QuickBooks Administrator can do this task.

  1. Open the reminders preferences.

    1. Choose Edit > Preferences.

    2. In the Preferences window, click Reminders in the list to the left.

    3. Click the Company Preferences tab.

  2. In the field next to Overdue Invoices, enter the number of days after the due date an invoice is overdue.

  3. In the field next to Almost Due Invoices, enter the number of days before the due date an invoice is almost due.

  4. Click OK.

Common questions

Where does QuickBooks get the email address and contact phone number?

When you add a customer in the Customer Center, you enter the email address and contact phone number.

To open the Customer Center, choose Customers > Customer Center.

How can I change the default cover message for collection emails?

When you send a collections email, QuickBooks creates an email message to accompany the form. You can customize this message and set defaults for the Bcc email address and the Subject line.

To do this task

Only the QuickBooks Administrator can do this task.

  1. Open the send forms preferences.

    1. Choose Edit > Preferences.

    2. In the Preferences window, click Send Forms in the list to the left

    3. Click the Company Preferences tab.

  2. Click the Change default for drop-down arrow and choose Overdue Invoices or Almost Due Invoices.

  3. Click the drop-down arrows to change the salutation ("Dear," and so on) and the format () of the customer's name.

  4. Enter one or more email addresses in the Bcc field. Each time you send a collections email, this address receives a copy of the email.

  5. Enter a default Subject line.

  6. Click anywhere in the email text and enter any changes you want.

  7. Click OK.

How can I change the cover message for the selected invoices?

You can change the cover message that accompanies the invoices.

After you click the Select and Send Email iconEmail all icon, you can change the cover message. Click anywhere in the email text and enter any changes you want.

How does QuickBooks calculate which invoices are Almost Due and Overdue?

The Collections Center uses the due date of the invoice as the base for calculating when invoices are almost due and overdue.

  • An invoice is overdue if it is unpaid 5 days after the due date.

  • An invoice is almost due if it is unpaid 15 days before the due date.

You can change the number of days QuickBooks uses in the calculation.

To do this task

Only the QuickBooks Administrator can do this task.

  1. Open the reminders preferences

    1. Choose Edit > Preferences.

    2. In the Preferences window, click Reminders in the list to the left

    3. Click the Company Preferences tab.

  2. In the field next to Overdue Invoices, enter the number of days after the due date an invoice is overdue.

  3. In the field next to Almost Due Invoices enter the number of days before the due date an invoice is almost due.

  4. Click OK.

How can I change a name or email address?

If a customer's email address or contact name changes, be sure to update them in the Edit Customer window.

To do this task

  1. Choose Customers > Customer Center.

  2. Click the Customers & Jobs tab.

  3. Double-click the customer whose information you want to change.

  4. On the Address Info tab, enter the E-mail and Contact.

  5. Click OK.

Why does the Days Overdue show a negative number?

Invoices on the Almost Due tab are not overdue. QuickBooks displays the number of days before the invoice is due as a negative number. For example, -3 means that the invoice is due in 3 days.

See also

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