Open Forum

Invoice/Payment/Portal Automation

  • 1.  Invoice/Payment/Portal Automation

    Posted Aug 19, 2019 10:17 AM
    Looking for recommendations of users that have AR automation for invoicing, payments, and or portals

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    Anastasia Sherman
    AnazaoHealth
    Tampa FL
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  • 2.  RE: Invoice/Payment/Portal Automation

    BRONZE CONTRIBUTOR
    Posted Aug 20, 2019 01:56 AM
    Hi Anastasia,

    We have a payment portal that integrates to SL's AR that allows customers to pay invoices, review statement, apply credit memos, automatic payments of invoices, etc.

    You can see a demo of it with some of the features here:  https://youtu.be/IJOtJG0zIHM?list=PLo865BZ7uzLZ66bhtOcybSUTGXaE9LZPs

    Here is a quick demo on how customers can apply credit memos: https://youtu.be/d4rJl7f2s2E?list=PLo865BZ7uzLZ66bhtOcybSUTGXaE9LZPs

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    Brian Wharton
    Founder/President
    Catalina Technology
    Redondo Beach CA
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  • 3.  RE: Invoice/Payment/Portal Automation

    TOP CONTRIBUTOR
    Posted Aug 20, 2019 10:35 AM

    I do 2 things for AR....

    First is use Quick Send to email all our invoices to the customers.

    The 2nd is I use the customer portal from Catalina that Brian is talking about....on our invoice I have a site address they can go to for creating a login, seeing their invoices and paying their invoices.  It works really well.  It is fairly painless to get up and running.  One of the hardest parts was filling out the paperwork for allowing us to take CC's.....lol

    If you have any questions or want to see how it works, let me know.....

    Thanks,

    Michael



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    Michael O'Neill
    Director of Finance
    Eastex Telephone Cooperative
    Henderson TX
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  • 4.  RE: Invoice/Payment/Portal Automation

    Posted Aug 21, 2019 08:55 AM
    Thank you Michael.  And do you print a report to apply the payments or does the Catalina Software create a batch?  Can it accept ACH / EFT payments as well?

    We use quick send as well but it doesn't always work.  IT dept. says the server has to be rebooted or cleared prior to processing.  Just looking for other alternatives.  It's extremely hard changing the culture here.  We pay people to manually charge credit cards daily

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    Anastasia Sherman
    AnazaoHealth
    Tampa FL
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  • 5.  RE: Invoice/Payment/Portal Automation

    BRONZE CONTRIBUTOR
    Posted Aug 21, 2019 09:00 AM
    Hi Anastasia,

    Yes, we would apply the payment to a batch.  We can have multiple batches or a single batch.  What we do is look to see if a batch exists.  If it doesn't, we will create one.  If it does, we will use it.  We could also segment your different payment types into different batches if you want (example: put AMEX in one batch, put VISA, MC, Discover in another batch, put ACH/ECheck in a 3rd).  Basically whatever you want on how to handl batches.

    So what this means it that you don't have anybody touching credit cards at all.  Once a payment is created on the website, it will then apply it directly against invoices in AR (or you can also do a Payment Entry so that you could take a payment against account).

    And yes, it can do ACH/ECheck.

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    Brian Wharton
    Founder/President
    Catalina Technology
    Redondo Beach CA
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  • 6.  RE: Invoice/Payment/Portal Automation

    TOP CONTRIBUTOR
    Posted Aug 21, 2019 11:50 AM
    As Brian said, it creates batches in SL in the payment entry screen and it is already applied to the invoice.  The customer can also setup auto draft, which is nice....

    As for your Quick Send, we don't have any of those issues.  It works great for us.  Is App Server running on it own machine?  Are the logs being auto cleared (that is in the setup)?  The only time we have an issue is if the SL or SQL server gets rebooted and the App Server doesn't get restarted because it lost connection...we use Quick Send for PO's, AR invoices, AR statements and direct deposit slips....

    Quick Send should be running better than what you are describing...if you need help with it, just let me know...

    Thanks,
    Michael

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    Michael O'Neill
    Director of Finance
    Eastex Telephone Cooperative
    Henderson TX
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