How to track overdue customer debts and extend a due date

Debtors and overdue debtors — two separate lists

The customer list has two filters: “Only debtors” and “Overdue debtors”. The first shows everyone who owes you right now. The second shows those whose due date has arrived and who still have not paid. Open that list once in the morning and your call plan for the day is ready.

Next to each customer you see how many days have passed since the due date. The debt record itself carries the status “Overdue”. You understand the picture without opening the card: who is one day late, who is a month late.

This is the main difference from a paper notebook: there you hunt for due dates page by page, here they come to you. Your sellers see the same list, so the question “who do we call today” is settled in a minute every morning.

• Only debtors — every customer with a balance
• Overdue debtors — those whose due date has passed
• Days late — next to each customer in the list

Sorting the list the way you need it

Sort the list as “Recent debtors”, “Old debtors”, “Large debtors” or “Small debtors”. There is an amount filter as well: enter “From” and “To” values to keep, say, only debts above one million soum. Starting with the biggest amounts is the simplest way to get your money back faster.

If you work with customer folders, the filter and sort order are saved separately for each folder. The “Late payers” folder keeps the overdue order, the “Wholesale” folder keeps the sort by amount — no need to set it up again each time.

Extending the due date

When a customer says “give me one more week”, you do not delete the debt and write it again. Open the debt record and change the due date: pick the new date and save. The record stays where it is, the amount and history do not change — only the due date is updated, and the customer drops out of the overdue list.

When the date changes, the SMS reminder scheduled for the old date is canceled and scheduled again for the new one. The customer will not get a message about an outdated date. On the due day the reminder is sent from the short number 4546 at 09:00.

From the list to action: calls and SMS

The list is only a view. To collect, you call the customer or send an SMS straight from their card. If automatic SMS reminders are on, the customer gets a message on their own as the due date approaches and after it passes. In most cases a simple reminder is enough — the customer had just forgotten.

A practical routine is simple: first go through the largest amounts in the “Large debtors” order, then the longest delays in the “Old debtors” order. Call each one and put the newly agreed date into the record straight away. That way the list always shows the real picture, and “he promised” turns into a date in the record.

In the web version debts are shown with their due dates as well. The seller looks at a phone, you look at a computer, and the numbers are the same — so “I didn’t see it” is not an option.

Frequently asked questions