The Payments section is separated out into 2 tabs - Collections and Disbursals.

The collections tab is the best place to view all transactions across your entire client base. It shows all individual payment transactions across your entire client base.

PI Pro-tip: If you prefer to view all historical collections for a specific client, you may want to view the client invoices tab within their client record.

Table of Contents

The Collections tab

The collections tab is broken into three key sections based on status:

  • Collecting

  • Pending Collection

  • Rejected

If you are in the USA, you'll also see a 4th tab, Verifying

The "Collecting" Status

This tab shows all payments that are in the process of collecting from your client's accounts. The tab is broken into key sections based on the collection status:

  1. Disbursing today: If a collection is listed here, it means it has been approved by the clients' bank and the funds are expected to be deposited in your account today. 

  2. Disbursing tomorrow: If a collection is listed here, it means the bank has approved the transaction but the funds are still being transferred to your account and are expected to be deposited tomorrow.

    Note: If you view the Payments section on a Friday or Saturday, this section will be called "Disbursing Monday" given that transactions are not processed on weekends. Public holidays can extend this out too. 

  3. Processing: This means that the funds have begun collecting but have not been approved (or rejected) yet. 

If you click on any payment in the list, it will open a draw from the side with more information about that transaction.

The "Pending Collection" Status

This tab shows all payments that have not been begun processing yet because the collection start date has been scheduled for a future date. 

If you want to reschedule or cancel a collection that is still pending, click on the transaction and a drawer will open up on the right side.

In the Payments section, click on the three dots → and select Reschedule or Cancel payment, depending on what you want to do.

If you are re-scheduling the transaction, you have the option to Collect Now/Today, on Original Terms or Collect On a future date.

If you are cancelling the transaction, you'll be prompted to confirm before cancelling.

Once you cancel the transaction if you have Xero or QBO integrated, your invoice will no longer be awaiting payment and you can either arrange to collect payment manually, or re-enable the payment collection at any time via Practice Ignition (see our article on collecting payments on invoices created in the past for instructions).

The "Rejected" status

This list shows any payments that have been rejected by your clients' bank or credit card provider.

Here you can click on a payment to see more details and retry the payment. You can learn more about handling rejected payments here.

The "Verifying" Status (USA only)

This list shows all ACH payments which are pending because the clients have not yet completed the micro-deposit verification process.

If it has been more than 3 days since the client entered their account details on your proposal and they are still in this list, you may need to remind your client to complete the verification process so that the payment can be processed. See the above link on best practices for handling ACH account verification.

Payments that are still in the Verifying state can be deleted. if the scheduled client verification email hasn't been delivered, it will also be cancelled.

Exporting your collections

If you wish to export your collections data, you can do so by clicking Export.

A CSV file will be generated and sent to your email address containing the details on all of your current collections.

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