Lesson #134
Setup – System Preferences function
Receivables System Preferences
Set the subject line for payment receipts. Choose a statement template based on your company’s payment options, and set other statement options.
Payment Receipt
Enter default text and RB data fields into the subject line for receipts you send clients for payments received. (Set up receipt forms in Form Templates.)
Statement
Before sending statements to clients, choose your default statement template plus other invoice options, and customize the email that accompanies statements. You can also customize which colors are used to color code open-invoice listings on statements by invoice age. These choices are system-wide.
You have 4 statement templates to select from:
- Standard RB statement with a remittance section at the bottom of the statement
- Statement without a remittance section
- Statement with a credit card payment section that accepts American Express, MasterCard, and Visa
- Statement that accepts only MasterCard and Visa
You can also have RB automatically include both the client firm’s main phone number & fax number (if they have one) below the address on printed statements.
If you email clients their statements, you can customize the email that accompanies statements. Similarly to invoice emails set up in Billing preferences, you can change the default text in the Subject and Message fields and insert contextual data fields, so that real data from RB related to the billed contact and firm merge into the email automatically. You can also customize the appearance of the body of the emails with text formatting, colors, images, hyperlinks, and tables.
The statement itself will attach to the email as a PDF. And you can override the defaults set here in any statement emails sent from RB.
Color code the age of invoices listed on statements to help older invoices stand out. You select which colors to use for different time periods (over 30–over 180). You can export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
TL;DR: Customize the subject line of payment receipts, and set up templates for your company’s statements and the accompanying emails.
RB concepts in this lesson
Bill To Contact: The contact responsible for paying the invoice for a job.
Bill To Firm: The firm responsible for paying the invoice for a job.
Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.
Firm: Company you do business with.
