Accounts Receivable is money that is owed to your organization (but not paid yet) and is expressed as an asset in your chart of accounts. Manage your accounts receivable by going to Accounting > Receivables in the left-hand menu.
The Overview section at the top of the page shows outstanding receivables grouped by age across six buckets: Total Due, Due Soon, 1-29 Days Late, 30-59 Days Late, 60-89 Days Late, and 90+ Days Late. Clicking on an amount opens those invoices in a pop up to record an offline payment. See this article for more information on recording an offline payment.
Below the Overview, three tabs let you switch views:
Listing - all one-time receivables in table form (default view).
Repeating - scheduled recurring receivables that create new invoices or send reminders automatically.
Settings - default payment options, default invoice email, and invoice logo for this help center.
To refine what's shown in the table, use the Filter button (for example, set Status to Paid to see previously paid receivables). The Columns button lets you choose which columns appear. The Actions dropdown at the top of the table houses export and history options.
To write off an existing receivable, locate it in the table and, from the 3-dots menu at the start of the row, select Write off. To adjust the amount owed select Add credit memo from the 3-dots menu.
Adding a One-Time Receivable
On the Listing tab, click the + Add New button at the top of the Receivables screen. The Add Receivable pop up will open.
Account - Required. The receivables account for this transaction. The dropdown will only contain accounts in the chart of accounts that have Use as receivable? checked in the Options section. See this article for more information. Adding a receivable will increase the balance on the selected account.
Invoice # - Required. The invoice number. This appears on the invoice sent to the customer.
Subject - Optional subject line briefly summarizing the reason for the invoice.
Invoice Date - Required. The date the invoice was sent.
Terms - When payment is due after receipt of the invoice. Possible values: None, Due on receipt, Net 15, Net 30, Net 45, Net 60. Selecting any value besides None auto-populates Due Date.
Due Date - Required. The date payment is due. Auto-populated from Terms, but can be overridden.
Customer - Required. The person or business that owes payment. Begin typing to search. If the payee isn't in the list, click + Add new at the bottom of the search dropdown.
Tip: the list of businesses can be managed by going to Contacts in the left hand menu then the Businesses tab.
Line Items - Select an income Account/Fund for each line, enter an optional Description, and the Amount. We recommend including a description so the payee understands the charge. Click + to add lines, X to remove.
Files - Upload any files you want to include with the invoice.
Notes - Optional notes you want to appear on the invoice.
Payment Options - Only appears if you have One Church Giving enabled, which is required to accept payments online. The defaults come from the Settings tab (see below). For each invoice you can override:
Allow online payment? - if disabled, payees can't pay online and the following settings are not available.
Allow partial payment? - if enabled, payee can pay any amount up to the remaining balance.
Merchant Account - Required. The merchant account that will accept payment.
Allowed payment methods - at least one must be checked. ACH carries a lower fee than credit/debit cards.
Require processing fees - if enabled, the processing fee is added to the invoice amount so the church nets the full invoice value.
Fee Expense Account - Required. If the organization pays the processing fee, which expense account should it hit?
Fee Income Account - Required. If the payee pays the processing fee, which income account should it hit?
Email Invoice - Enable to send the invoice to the payee on save. An email editor appears where you set the from address, subject, and body. Use the Personalize dropdown to insert placeholders - the {invoice_link} variable is required.
Check Keep open to add another before saving if you plan to add multiple in a row. Once required fields are entered, click Save to create the receivable.
Adding a Repeating Receivable
Click the Repeating tab at the top of the Receivables screen, then click + Add New. The Add Repeating Receivable pop up will appear - similar to the Add Repeating Payable flow: you specify the Account, Customer, Terms, an Action (Create a new invoice or Remind), a Lead Time (days before the invoice date), a Recurrence pattern, and Line Items.
Important: the resulting dates in the recurrence should line up with the invoice date you want on each created receivable.
Settings Tab
The Settings tab on the Receivables screen controls defaults that apply to every new receivable. Adjust once here, and every new invoice picks up these values automatically.
Invoice Logo
Optional. Upload a logo (400 × 300 recommended) to appear at the top of online invoices. If left blank, the account logo is used. Any image uploaded here saves immediately.
Default Payment Options
Allow Online Payment? - toggle whether newly created invoices accept online payment by default.
Allow Partial Payment? - toggle whether payees can pay a partial amount by default.
Payment Methods - at least one must be checked (Credit/Debit Cards and/or ACH).
Require processing fees - when on, fees are added to the invoice amount.
Fee Income Account - Required. The income account where covered processing fees land.
Fee Expense Account - Required. The expense account used when the church absorbs processing fees.
Viewing the Invoice Online
The customer can access their invoice online from any web-enabled device.
1. Pay Online - If online payment is enabled, this button lets payees pay. The amount defaults to the remaining balance; partial payments are supported if enabled.
2. Download PDF - Downloads a PDF copy of the invoice.
3. Contact Info - Your organization's contact info, populated from Account Settings > Info > Contact. The logo is either the account-wide logo or the override from the Receivables Settings tab.
4. Invoice Details - Invoice number, billed-to, due date, and amount due.
5. Line Items - Each line item with its description.
6. Remaining Balance - Total invoice amount, previous payments, and remaining balance. When Amount Due reaches $0.00, the invoice is fully paid.