Skip to main content

Accounts Receivable: FAQ and Best Practices

A short guide to getting the most out of the module — the habits that keep your cash-in predictable, and quick answers to the questions clinics ask most.

Best Practices​

  • Register a receivable as soon as the right to charge exists. The moment a service is billed on account, add it. An account you can see is an amount you won't forget to collect.
  • Keep payer, category, due date, and description consistent. Clean data turns into useful filters, reports, and collection routines later.
  • Review overdue accounts weekly. Open the Overdue shortcut once a week, and use the Aging filter to attack the oldest first.
  • Record receipts the same day the money arrives. This keeps your outstanding balance and cash-in forecast trustworthy.
  • Attach the relevant documents. Keep the contract, invoice, and receipt with the account they belong to.
  • Use recurrence only for genuinely repeating obligations. Plans and memberships fit a recurring rule; a one-time amount split into parts is an installment plan.
  • Check the organization and currency before saving. They are set at creation and anchor the account's whole financial history.

Frequently Asked Questions​

What's the difference between Accounts receivable and Payments and Cash?​

Accounts receivable tracks what is owed — the title, the due dates, and the outstanding balance. Payments and Cash records the actual money movement at the counter. A receipt can be recorded in Accounts receivable or arrive automatically from Payments and Cash; either way, the balance stays owned by the receivable, so nothing is counted twice. See Payments and Cash.

Can I receive an amount in parts?​

Yes. In the Record receipt dialog, enter less than the outstanding amount. The account becomes Partially received and keeps the remainder open, so you can receive the rest later. See Recording a Receipt.

How do I find overdue accounts?​

Use the Overdue shortcut on the Accounts receivable screen, or set the Status and Aging filters. Overdue due dates are also highlighted in the list. See Exploring Accounts Receivable.

How do I see everything one client owes?​

Type the client in the Payer filter. Combine it with a date range or an aging bucket to see that client's outstanding amounts in a given period. The indicators update to match.

What's the difference between an installment plan and a recurring rule?​

An installment plan splits one amount into a fixed number of dated parts (for example, a surgery paid in three). A recurring rule is an amount that repeats on its own schedule with no single charge behind it (for example, a monthly wellness plan). See Creating an Installment Plan and Creating a Recurring Receivable.

Can I pause a recurring receivable?​

Yes. Open the rule and use Pause to stop generating new occurrences, then Resume when you want it to continue. Cancel rule ends it for good; occurrences already generated stay in your records. See Creating a Recurring Receivable.

When should I cancel, reverse, or write off an account?​

Cancel an account that should not have been charged. Reverse a receipt recorded by mistake to return the balance to outstanding. Write off an amount you have concluded will not be collected. In every case the original history is preserved. See Recording a Receipt.

How much is still owed on an account?​

Open the account and read the summary cards at the top: Total, Received, and Outstanding. The Outstanding value is what remains to be received, always shown with its currency code.

What do the different statuses mean?​

  • Issued — created and awaiting receipt.
  • Partially received — part of the amount has come in; the rest is still open.
  • Received — fully settled.
  • Cancelled — voided; no longer counts toward what you are owed.
  • Written off — recognized as a loss that will not be collected.

What do the aging buckets mean?​

They show how overdue an account is: Not due, 0-30 days, 31-60 days, 61-90 days, and 90+ days. Use them to prioritize collection — see Following the Collection Process.

What happens when the connection is unstable?​

Your recent data stays available, and financial actions like recording a receipt or advancing a collection step are saved on your device and sent automatically once you are back online. Only private documents need an active connection to upload, download, or remove.

If you encounter any difficulties during this process, do not hesitate to contact our support.