Debtor management helps you get paid on time. It brings every unpaid bill into one work queue. It sends overdue reminders for you, collects payments automatically, and lets you send customer statements.
This article explains how the pieces fit together and links to a detailed article for each part.
Why use debtor management
Get paid faster. Payment is taken on the due date automatically, so most bills never become overdue.
Stop chasing by hand. Polite, consistent reminders go out by email and SMS without anyone having to remember.
See everything in one place. Every unpaid bill, who's looking after it, and what's been said, all on one screen.
Keep your books up to date. Payments are marked paid in Xero or QuickBooks and reconciled for you.
Give clients an easy way to pay. Every reminder and statement links to a secure page where they can pay in a couple of clicks.
It's free. Debtor management costs nothing extra when you take payments through OnboardMe.
What's included
Feature | What it does | Where to find it |
|---|---|---|
Debtors queue | Every unpaid bill in one list, with ageing, status, assignee, notes and reminder history | Bills & Payments → Debtors |
Collection statuses | Track where each debt is up to (Contacted, Promise to pay, Disputed and so on) | Debtors queue → Status column |
Overdue reminders | A workflow that sends emails and SMS automatically once a bill is overdue | Debtors → Workflow rules |
Automatic payments | Takes payment on the due date from the client's saved card or bank account | Bills & Payments → Payments |
Payment plans | Splits a bill into instalments that are collected automatically | Bills & Payments → Payment Plans |
Preferred payment method discount | Offers a % discount when a client pays with your preferred method | Settings → Business → Payment Settings → Billing |
Statements | Activity or open item statements, sent in bulk | Bills & Payments → Statements |
Debtor reports | Aged debtors, debtor movement, collection activity and more | Bills & Payments → Bills → Reports |
How it fits together
You create or import bills. Bills are created in OnboardMe, or imported from Xero or QuickBooks.
Each bill has a branding theme. The theme decides whether the bill is collected automatically and whether it gets reminders.
On the due date, OnboardMe takes payment from the client's saved card or bank account, if automatic collection is on for that theme.
If the bill is still unpaid, it shows as overdue in the Debtors queue, and your overdue reminder workflow starts sending emails and/or SMS.
Your team works the queue. They update statuses, record promises to pay, add notes, or set up a payment plan.
Payments flow back automatically. The bill is marked paid in OnboardMe, and in Xero or QuickBooks if connected. It then drops off the queue.
At month end, you send statements so every client sees what they owe.
Before you start
Debtor management is free when you take payments through OnboardMe. To use it, you need a payment vendor connected:
Pinch Payments (Australia and New Zealand), approved, or
Stripe (UK), active.
It works whether you use Xero, QuickBooks, or no accounting system (Standalone). You'll also need:
bills on a branding theme with Send reminders ticked, so they get overdue reminders
credit in your SMS wallet, if you want to send SMS reminders
a settlement bank account, if you use Xero or QuickBooks
See Setting up debtor management for the full checklist for each accounting system.
Who can do what
Role | Access |
|---|---|
Owner, Admin | Everything, including turning on automatic payments |
Finance Admin | Everything except turning automatic payments on or off and saving payment email settings |
User | Work the Debtors queue: change status and assignee, send reminders, add notes |
Read Only | View the Debtors queue, statements and reminder history only |
Articles in this series
Debtor management: overview (this article)
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