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Client payment tracker excel for R&D

so we're going to enter a new customer I'm going to show you the whole flow of how it works I'm just going to start easy I'm going to enter one customer and one invoice and we're going to follow it through the whole process so first thing you do is click new customer re-enter the invoice the customer information I'm sorry I don't know the company phone number company website if they have one and then here you'll enter your contact name this is the main person you're going to call regarding your accounts receivables that are past due and then you can enter their contact number or if it's just an extension number off the main number you could enter that in there and then enter there email address and then general info can be used for any information that'd be that's going to be handy when trying to collect invoices so in this instance we know the owner's name and his extension so that might come in handy at some point in time okay now if you're just entering them to get the customer information into Excel your AR you can just uncheck this and save but in this instance we're going to enter our first invoice for this customer so just hit save and now we can enter the invoice information invoice number voice amount now the invoice State and due date are going to populate automatically based on your settings however you can override these as needed and then the follow-up date that's the day you're going to contact the customer if the invoice has not been paid so in this instance I have it set for a week past the invoice due date just to give a little wiggle room now you can set this to whatever you want it to be so and again the general invoice comment is again any other information will be helpful when trying to collect this invoice this particular invoice so in this case okay they we know the customer has a PO for it we'll enter their PO number and Save and you'll see it's been saved now let's go to the dashboard you're going to spend most of your time going to the dashboard so let's click on it okay so now you see the invoice we entered you see the com customer name the invoice number the invoice date the due date how many days past due it is invoice amount in the follow-up date the follow-up date again is that's when we want to contact the customer in this instance we're set for the 12th and you see we're negative 37 days past due now you can double click on the customer or on the customer name here and it'll bring up details there's the customer information we put in earlier here's the invoice we put in to start tracking so we'll go back to the main menu and we'll go forward a few days and see what happens okay let's fast forward we fast forward now it's December 7th let's go back to dashboard and you see the days pass follow-up is a zero that indicates today's the day we need to contact a customer if the invoice has not been paid so once again go to the customer name double click on it and now we're going to enter our first Contact so we called him we talked to George he said the invoice will be paid on the 15th of the month so let's record that so you just go to this symbol here click on twice and you can enter the notes in the follow-up date we're going to change that to he says it's going to pay it on the 15th so we'll give him a couple days and we'll follow up on the 18th and we'll see and you'll see your comment that you recorded is now here the follow date follow update has been updated go back to the dashboard let's see showing a negative 11. for the days pass follow-up okay so we'll go back to the main menu and we'll fast forward a few days and come back okay we fast forward a few days let's see what happens let's go to the dashboard when we look at the dashboard now we see the days past follow-up is a red two because we've missed the original follow-up date so I want to show you how it does that so that alerts you once you pass the fall update it will show red in this field so let's contact them again just double click here on the customer name and again there's our last comment missed the follow-up date that's okay we're going to contact him today we call we talk to George and he States the check was mailed yesterday so we'll set up a follow-up date for yeah a couple of days just in case save it and now you'll see both comments are recorded you'll see the follow-up date has been updated now let's go back to the dashboard and we'll fast forward a few days and we'll see what happens okay fast forward a couple of days guess what Costanza PC sales has we've received their payment so let's record it there's a couple ways to do this we could do the close invoices it's pretty easy but just for this to show you how it works you can just go back to the dashboard since we only have one customer and record it so here's Costanza PC sales we want to close it it's been paid just double click on the C here and your market is closed that was just a quick overview this is more while this is not the best example because I this is just a bunch of test data if your dashboard looks like this you're in uh bad shape there's a lot of red negative um but this is just test data so some other things you can do if you have a lot of customers with open invoices you click down here go all the way to the bottom scroll back up that'll take you all the way to the top you can sort the dashboard a couple of different ways you just double click on this and you can sort it by customer due date or invoice date so we'll change it right now just by customer and we'll select and you'll see it's sorted by customer and again this is just garbage data that I've put in here while I'm adjusting and debugging everything so some other functions that I've added to this new version is the quick ad customers we'll I'll go over that in a different video but you can add several new customers at one time quick invoice entries is another new function and I'll go over that in another video but it's a quicker way if you can just export your daily activity to CSV or an Excel file you can copy that put it in here paste it right into Excel your AR save yourself some time