Lightspeed Invoicing features offer more efficient ways to invoice customers, request and collect deposits, and track outstanding balances.

If you offer credit accounts to customers, collecting payments can be time-consuming and challenging, especially if you send multiple or large invoices to customers. With automated accounts receivable enabled, Retail POS will send automated invoice reminders and account statements to customers to reduce time spent manually sending account updates and follow ups to recover payments.

You can also view activity logs of what invoice reminders and automated account statements were sent to customers and when to help make more informed decisions around extending credit or adjusting payment terms.

Verifying permissions

The Automated Accounts Receivable user permission allows an employee role type to turn on automated invoice reminders and account statements for customers.

This permission is on by default for Account Owners, Admins, and Managers. You can enable access for other role types like Associates or custom employee roles from the Employee role page.

To enable the Automated Accounts Receivable permission for an employee role:

1. Navigate to Settings > Employee Setup.
2. Click the Employee role.

3. Scroll down to the Customers - All permissions section, then check the Customers - Automated Accounts Receivable box to enable the permission.

   

Enabling automated reminders on invoices

You can turn on payment reminders and automated account statements for customers when creating an invoice:

1. After completing the sale, in the Save invoice or send to customer window, review the customer’s email address and update if needed.
2. Set a Due by date and add an optional note.

3. Toggle on Enable automatic payment reminders and statements for this customer.

   

4. Click Send invoice.

   If you don’t send the invoice but previously toggled on Enable automatic payment reminders and statements for this customer, the automated feature will still be enabled for the customer. You can manage this on the customer’s credit account page.

The customer will receive regular automated payment reminders up to 14 days after the Due by date of the invoice and monthly account statements of outstanding invoices on the first of the month.

Enabling automated reminders in credit accounts

You can also turn on payment reminders and automated account statements for customers from the customer’s credit account page:

1. Navigate to Customers > Customers.
2. Click the customer’s name to access their Customer page.

3. In the page menu on the left, click Account.

   

4. Click Auto AR to toggle it ON.

   

   If there is no email attached to the account, a warning message will appear. Click Update their customer profile to start sending reminders to add an email address to the customer’s profile, then return to the Account page and follow the steps above to enable automated accounts receivable.

5. Click Save.

The customer will receive regular automated payment reminders up to 14 days after the Due by date of the invoice and monthly account statements of outstanding invoices on the first of the month.

Tracking automated statements and reminders

To track what reminders and statements were sent to a customer and when, you can view the automated reminders activity log on the customer’s credit account page:

1. Navigate to Customers > Customers.
2. Click the customer’s name to access their Customer page.
3. In the page menu on the left, click Account.

4. Click Manage automation.

   

5. In the Automated reminders activity log, view the event details, invoice or statement number (click to view a copy), and timestamp of when the reminder was sent.
6. Click X (Esc) to close the window.

Turning off automated statements and reminders

To turn off a customer’s automated statements and reminders:

1. Navigate to Customers > Customers.
2. Click the customer’s name to access their Customer page.
3. In the page menu on the left, click Account.

4. Click Auto AR to toggle it OFF.

   

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