Customer A/R, or Accounts Receivable, refers to the money that customers owe a business for goods or services they’ve purchased on credit. The A/R team is responsible for tracking these outstanding payments, sending invoices, and collecting the money. They essentially manage the money owed by customers until it lands in the company’s pocket.
Within ServiceWorks, you can utilize the Customer A/R section to manage and track payments from customer accounts, as well as create adhoc statements for customers to pay sooner rather than later. Let’s dive in on how to use this within your ServiceWorks account.
Locating Customer A/R
To locate the Customer A/R section, log into your ServiceWorks account and hover over the Accounting tab in the toolbar. Next, click Customer A/R in the dropdown list that appears
Note: If this section is not visible within your ServiceWorks account, you may need to consult with an Admin to activate the permission for you
Once in the Customer A/R menu, you can use the fields provided to search for specific customer accounts based on job number, order number, or a vast array of other variables
You can also use the Export button in the top of this menu to create an excel sheet with all the account information within the list below
You can also perform the following within this menu:
Processing Payments
You can opt to make payments to customer accounts from within the Customer A/R section
Hover over the three dots in the Action column next to your customer of choice and select Payments from the popup menu
Once selected, you’ll be taken to a payment screen where you can select and apply payment to current invoices due.
Select the ones you wish to pay, and the Total to Pay area will instantly update with the total amount due. You can also provide a discount here, if appropriate.
Once you’ve chosen the invoices and made any adjustments, click Proceed to Payment to finalize the process.
In the following menu, you’ll have several options for taking payment.
Cash
With cash payments, you can enter an amount in the Total Pay Amount field, and then select Receive Payment
Credit Card
With credit card payments, you can enter the card information of the customer to pay for invoices. The address information will automatically populate for any customers with cards previously saved to their accounts. You also have the option of charging a processing fee for invoice payments.
Check
With the check option, you can enter information from a paper check to pay for the order. You’ll also have the option to submit a photo of the check for recordkeeping
EFT
With EFT, you can elect to take a payment in the form of an electronic funds transfer. You will be required to leave a note with reference to the transfer before payment can be received.
Debit Card
With the debit card, you can elect to make a payment via debit. Enter the card type and last 4 digits of the card to process payments. A note can also be taken
Other
Use this field to capture any other accepted methods of payment through your business. You can leave a note referencing the amount or how the order was paid
Write Off
You can also choose to write off selected payments by clicking the Write Off button. More on using the write off function HERE
Once finished with your selection, you should be returned to the A/R menu with your new amount reflected in the total
Note: Once a customer account has been paid in full, it will no longer be visible in the Customer A/R list or search.
Generating and Sending Adhoc Statements
Ad-hoc statements are sent for specific needs outside the regular statement schedule. They might be used to urgently provide information to clarify an unexpected issue or a billing discrepancy.
You can also send, print, and view adhoc statements created for customers within the Customer A/R section.
Just hover over the three dots in the Action column next to your customer of choice and select Generate Adhoc Statement from the popup menu
Doing so will create a printable statement of their current account’s standing, along with any past due invoices available for view
Alternatively, you can opt to email the generated adhoc statement directly to the customer. Back in the Customer A/R menu, hover over the three dots in the Action column next to your customer of choice and select Email Adhoc Statement from the popup menu
This will send an email directly to the customer’s main email address on file. A confirmation message should appear shortly after confirming the email was sent.
Need More Assistance?
Contact us:
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Email: support@service.works
Phone: 636-220-4363 Ext #1
