Late Payments

Late Payments

⏰ Late payments are invoices not paid by the agreed due date. They can disrupt cash flow, affect scheduling, and add unnecessary admin work. At Enhanced Cleaning, we manage late payments with a simple Excel tracker that's updated daily. Below is a step-by-step guide, along with a short instructional video, showing exactly how to update and analyse the data.

Late Payments Follow-up Procedure

Loom · walkthrough Watch the late-payments procedure video

  1. Update the Excel tracker

    Update the Excel file based on the "Awaiting Payment" tab in Xero. Ensure all data is accurate and reflects the most recent transactions.

    Link to the file: Late Payments Tracker (SharePoint)

  2. Filter "Days Overdue"

    Filter the "Days Overdue" column by colour to identify customers with payments overdue by 2 days or more.

  3. Follow up using the template below

    Analyse the filtered data carefully and follow up with regular customers using the provided draft email template. Make sure to attach the invoice/s along with their latest statement.

Standard Reminder Email Template

Take note of the following

  • Overdue customers who have a scheduled cleaning within the next three days must be followed up. Also follow up with customers who have multiple overdue invoices.
  • Check NDIS and DVA clients, as their plan managers or providers may sometimes miss payments.
  • Commercial clients' payments generally come through even when overdue, but they can also be followed up if the overdue period is excessive.
  • While we can't control how customers respond to payment reminders, we must avoid sending excessive follow-ups that may come across as intrusive.

Always check the customer's communication history before following up

This ensures our communication remains professional, respectful, and well-timed.