To access the Collections page, click the App Drawer button then click View All > Collections.

If you’ve signed up for Collections, you can use reports to review the status of your clients who have payments that have been overdue beyond your business’s grace period. By default, this grace period is 90 days, but you can request a different limit by contacting Aldous & Associates from the Collections page. This lets you easily see who has already paid and whose payments are still outstanding. When managing clients in collections, you can also manually send clients to collections or choose to make clients exempt from being sent to collections.

Manage the Collections status for a single client

To view the Collections status for a single client, use the Search button in the Top Nav Bar to look up the client, click their name to go to their client profile, then click Account > Billing & Account Balance in the side menu. Their status will be displayed next to their Account Balance.

Alternatively, you can click View status and account balance on the collections alert, found on the right side of the Overview page of a client’s profile.

Review a single client in Pending Collections status

To review a single client with the Pending Collections status, follow these steps:

On the client’s Billing & Account Balance page, review the Collection Status table.
If their Future Obligations is greater than $0, review the client’s active payment plans by clicking View all payment plans. Check if the client owes any money to their membership (if they do, there will also be an alert on their Overview page) and if this amount is not paid before the client is sent to collections, then the remaining scheduled payments will be charged to their account balance on the day they’re sent to collections.

Send a single client to Collections

Note: To send a client to collections, the client must be in the Long Overdue or Exempted from Collections status

To send a client to collections, complete the following:

On the client’s Billing & Account Balance page, under Collections Status, click Send to collections.
In the Send to collections popup, enter the reason why the client is being sent to collections.
Click Confirm.

Note: you can also send a client to collections from the Balance Due Report. The blue button sends them to collections, and the red button exempts them from collections.

Make a single client exempt from Collections

Note: to exempt a client from collections, the client must be in Pending Collections status

To send a client to collections, complete the following:

On the client’s Billing & Account Balance page, under Collections Status, click Exempt from collections.
In the Exempt from collections popup, enter the reason why the client is being exempted from collections.
Click Confirm.

Note: you can also send a client to collections from the Balance Due Report. The blue button sends them to collections, and the red button exempts them from collections.

Manage the Collections status for multiple clients

Review clients in collections

To view all the clients in your business before or after they’ve been sent to collections, complete the following:

Click the App Drawer button then click View All > Collections.
On the Collections menu, there will be a list of reports that you can use to review your clients in collections. Choose from one of the following options:
- To see a list of all your clients who have a balance due, click Balance Due Report.
- To see the clients that are eligible to be sent to collections, click Clients in Collections Report.
- To see the clients in collections who have made payments directly to your business, click Collection Resolution through Direct Payment.
- To see the clients in collections who have made payments to Aldous, click Collection Resolution through Agency.

Send a group of clients to Collections

Click the App Drawer button then click View All > Reports > Clients > Balance Due.
On the Balance Due Report, select the checkbox next to each client with a status of Long Overdue or Exempted from Collections you want to send to collections.
- If you select clients that have already been sent to collections, their status won’t be affected.
At the bottom of the screen, click Send to collections from the list.
In the Send to Collections popup, enter a reason for this status change, then click Change status. The selected clients’ collection status is updated to Pending Collections. This update may take five to ten minutes.

Make a group of clients exempt from Collections

Click the App Drawer button then click View All > Reports > Clients > Balance Due.
On the Balance Due Report, select the checkbox next to each client you want to exempt from collections.
At the bottom of the screen, click Exempt from collections from the list.
In the Exempt from Collections popup, enter a reason for this status change, then click Change status. The selected clients’ collection status is updated to Exempted from Collections.