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Billing Status and Reporting

This article will describe the three billing statuses available in the client's personal information, and relate the available reporting to locate clients which have been identified to have those statuses.

Locating the Billing Status

The client's billing status is located on their profile page. The Client's Billing Status is also located in the credit/debit card and ACH failure emails. (Please see below) By default, the billing status is set to Active.  ***Trainer Note - If you change the status to "on hold" or "in collections", it will stop the client from being charged via auto-pay.

Auto Pay Direct Debit (ACH) Failure Email

In this example, one ACH debit failed; the Client's Billing Status is Active

Auto Pay Debit /Credit Card Failure Email

Auto Pay Debit /Credit Card Failure Email

In this example, one credit failed; the Client's Billing Status is Active.

 

***Trainer Tip- You can change the settings for your AutoPay failure emails in EZFacility, on the Location and Trainer Setup. You can choose whether you would like to receive one Failed Transaction email, or one for each failed transaction.

Billing Status - The Collections Report

Clients whose billing status has been changed to In Collections, or On Hold can be located in the Collections report, located in the Financial Reports section on your Reporting Tab.

The Collections Report - Report Types

When using the Collections report, the user can select the billing status based on the options in the drop - down menu. The choices are:

1. Clients with a billing status of "On Hold"

2. Clients with a billing status of "On Hold" with invoices older than "X" days ( Please see next section)

3. Clients with a billing status of "In Collections"

4. Clients with a billing status of "In Collections" with invoices older than "X" days ( Please see next section)

5. Clients with a billing status of "Active" with invoices older than "X" days  ( Please see next section)

Reporting Preferences -  Reports with a Variable Option

The Collections report has 3 report options in the drop down that allow you to enter the variable of the number of days to be used when running the report.  Change this number to vary the results of the report, i.e. for those 30, 60, or 90 days late.

***Trainers Note -  Two of these reports, with the variable option offer an additional choice when you run these reports.

1. The Clients with a billing status of "On Hold" with X days gives you the option of changing the resulting "On Hold" clients to "In Collections"

2. The Clients with a billing status of "Active" with invoices older than "X" days gives you the option of changing the resulting "Active" clients to "On Hold".

The Resulting Report

(1) The completed report will include the date of the Client's oldest invoice. (2) ***Trainer Note - All reports in EZFacility allow you to export the report into another form, such as Excel.

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