Payment Collection for Local Government
Tracks outstanding invoices and manages the collection process from initial reminder to final resolution.
Supports Local Government Act compliance, freedom of information requirements, and public accountability standards.
Workflow Stages
Pre-Due-Date Reminder
Send a courtesy reminder to the community member before the invoice due date to prompt timely payment.
Inputs
- Invoice record
- Community member billing contact
- Reminder email template
Outputs
- Reminder sent confirmation
- Community member 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 community member directly by phone or email to understand the delay and negotiate a resolution.
Inputs
- Overdue invoice details
- Community member relationship history
- Contact information
Outputs
- Communication log
- Payment commitment or dispute details
- Updated expected payment date
Decision Points
- • Is the community member 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
- Community member 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
When does an invoice move to collections?
Invoices are escalated to active collections when they are 15 days past due and the community member has not responded to the initial overdue notice.
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.
Ready to implement this workflow in your business?
Our team can implement this workflow into your business operations with custom tools and training.