Payment Collection for Education & Training
Tracks outstanding invoices and manages the collection process from initial reminder to final resolution.
Supports compliance with the ESOS framework, CRICOS requirements, ASQA standards, and state education department reporting.
Workflow Stages
Pre-Due-Date Reminder
Send a courtesy reminder to the learner before the invoice due date to prompt timely payment.
Inputs
- Invoice record
- Learner billing contact
- Reminder email template
Outputs
- Reminder sent confirmation
- Learner acknowledgment if received
- Activity logged in CRM
Overdue Notice
Issue a formal overdue notice when payment has not been received by the due date.
Inputs
- Unpaid invoice record
- Aging report
- Overdue notice template
Outputs
- Overdue notice sent
- Invoice flagged as past due
- Escalation timer started
Direct Outreach
Contact the learner directly by phone or email to understand the delay and negotiate a resolution.
Inputs
- Overdue invoice details
- Learner relationship history
- Contact information
Outputs
- Communication log
- Payment commitment or dispute details
- Updated expected payment date
Decision Points
- • Is the learner disputing the invoice?
- • Has a payment plan been agreed?
Escalation to Management
Escalate persistently overdue accounts to management for strategic intervention.
Inputs
- Collection activity history
- Account relationship value
- Outstanding balance summary
Outputs
- Management action plan
- Learner escalation communication
- Hold or continue service decision
Decision Points
- • Should services be suspended?
- • Is a write-off or settlement appropriate?
Resolution and Closure
Process the received payment, settlement, or write-off and close the collection case.
Inputs
- Payment receipt or settlement agreement
- Write-off approval if applicable
- Invoice record
Outputs
- Payment applied to invoice
- Collection case closed
- Accounts receivable ledger updated
Frequently Asked Questions
How are disputed invoices handled?
Disputed invoices are placed on hold while the billing team investigates. The collection clock pauses until the dispute is resolved.
Can a payment plan be arranged?
Yes, the collections specialist can negotiate a payment plan with installments, subject to finance manager approval.
When does an invoice move to collections?
Invoices are escalated to active collections when they are 15 days past due and the learner has not responded to the initial overdue notice.
Ready to implement this workflow in your business?
Our team can implement this workflow into your business operations with custom tools and training.