1. Invoices will be due on the first of the month in which the service starts. For example, if a school’s hosting and maintenance runs from Jan – Dec, the payment is due 1/1. The exception is schools whose service starts in July; payments for education July service start are due 7/31.
2. Invoices should be emailed two months before the due date.
3. After invoice is emailed, create a Collection Task in Zoho with the following information:
1. Collections: Sally@XYZ
2. [Mo/Day/Yr initials] Invoice Sent
3. In the text area, put the following:
1. Invoice Date:
2. Invoice Due:
3. Invoice Amount:
4. Invoice #:
5. PO#: (not all clients will provide a PO#)
6. Check back in two weeks for PO#. (If it's a new client, check back in one week)
4. Set the Due date to two weeks from date task created. (If it's a new client, set one week out)
5. Set Status to "In Progress"
6. Set Priority to "Medium"
7. Assign to Bookkeeper or Customer Care Rep. (depends on who is responsible at the time)
4. A follow-up email or phone call should be made two weeks after invoice is sent to confirm receipt (for invoices due in a month, follow-up after one week). If you do not receive a confirmation of receipt after the second time of checking in, let your supervisor know so they can decide on the next step. Record purchase order number if known at that time or schedule a follow-up to obtain the purchase order
   number.
   
5. If a purchase order number is obtained, contact school's AP office and see if any additional documentation is needed.
1. Call AP office two weeks before due date to check on status.
2. Contact AP office if payment is over five days late. Continue regular contacts once a week until payment is received.
6. After payment is received, note the date, check number, and amount in the Collections Task in Zoho and close the task.
7. Update the Renewal Date in Zoho to the next year.

Note: When following up with clients, be sure to alternate email with voicemail so that we are sure to effectively reach them while avoiding appearing pesky.