Overview
The Accounts Receivable settings in CORE allow you to set the aging rules and payment terms along with other A/R related preferences. These settings are applicable company-wide.
How To
Field Descriptions
| Field Name | Field Description |
| Settings > Billing & Invoices > Accounts Receivable > | |
| Aging Interval | Age of an invoice indicates the time from when the invoice is sent to the client till it remains unpaid. You can specify the aging period here, which sets the time interval for all invoices and gets reflected on the aging reports accordingly. The aging interval has to be greater than zero. Aging is based on the invoice date. |
| Payment Term | Payment term is used to display a message on the invoices regarding the date when the invoices are due, say Net 30 for 30 days. You can also set the payment as Due Upon Receipt for all invoices, including late fee invoices. In that case, the grace days are 0. You can set these terms at the client and project level too. |
| Default Class | Class is a transaction entity that allows you to classify transactions and view statements and reports for that entity, say business locations or cost centers. A default class at the global level is inherited by all the new projects. Example: If you keep data from multiple locations in one company file, you can assign a ‘class’ to each location to facilitate pulling together similar items for reporting. |
| Interest % Per Month | This interest rate applies to all delinquent or late payments. If you want to charge 1.5% interest after 30 days, enter 1.5 here and 30 in the Charge Interest After field. If you want to adjust the interest or grace period for a particular project, you can do so in the Projects screen. The interest due for late payments is calculated based on these values and displayed on the printed statements and in the Invoices screen. |
| Settings > Billing & Invoices > Automated Invoice Reminders > | |
|
Processing Settings: Time
|
CORE allows you to control when automated invoice reminders are sent. You can specify the exact time and time zone for processing, ensuring reminders are delivered consistently according to your company’s schedule. This option specifies the time of day when CORE processes and sends invoice reminders to your clients. |
| Time Zone | Indicates the time zone that applies to the selected processing time for the automated invoice reminders. |
| Reminders |
Allows you to configure one or more custom reminders to automate invoice follow-ups. Each reminder defines when and how often clients are notified about outstanding invoices. Each reminder has its own status control. You can enable or disable reminders individually without deleting them.
|
| Automated Invoice Reminders > Add Reminder > Email Template | |
| Subject | Refers to the subject line of the email, which is the text that appears in the recipient's inbox to give them a quick overview of the email's content. |
| Invoice File Name | Specifies the naming convention or format that is used for the file names of invoice attachments included in the email. It helps in organizing and identifying the invoices easily. You can insert smart fields, which are automatically replaced with actual values. |
| Joint Invoice File Name | Indicates the naming format used specifically for joint invoice attachments. |
| Message | Represents the main body of the email, containing the actual message or content that is communicated to the recipient. It can include details, instructions, or any relevant information related to the invoice or the purpose of the email. |
Add Invoice Reminders
CORE allows you to schedule email reminders to clients for invoices that are due or overdue. This helps you improve cash flow and reduce manual effort in following up with clients. By default, invoice reminders are disabled for all companies. You must enable and configure them before CORE begins sending these reminders.
Note: The Aging Interval setting is primarily used by the CORE reports to define how receivables are grouped (for example, every 7, 15, or 30 days). This setting does not affect automated invoice reminders. Reminder notifications are based on the invoice details, including the due date, payment status, and invoice terms, rather than the aging configuration. CORE excludes invoices with negative or zero value, as well as retainer and trust fund invoices, from triggering reminders.
To add an invoice reminder, watch this explainer video or follow these steps:
- Open the Accounts Receivable screen from the side menu > Settings > Billing & Invoices.
- In the Automated Invoice Reminders section, click + Add New to add a reminder.
- Next, set your invoice reminder recurrence and email message:
- On Due Date: Sends the reminder exactly on the invoice due date.
- Custom: Allows you to set a custom number of days before or after the due date.
- Under Email Template, enter the details. Check Field Descriptions above for details.
- Subject
- Invoice File Name
- Joint Invoice File Name
- Message
- Click Save to add the reminder. After creating an invoice reminder, you can return to the Reminders list to manage them. From here, you can disable, edit, or delete any reminder as needed.
Automated Invoice Reminders always follow the company-wide email settings, ensuring all key recipients receive copies of outgoing reminders. User-specific email settings are ignored for these reminders, even if the option to allow User Settings to override company email settings is checked.