Getting paid

Getting paid comes down to three things: send the invoice fast, make it easy to pay, and don't let an open balance slip out of sight. DispatchMind helps with all three. Customers can pay by card online, every open balance lands in one list, and reminders go out on their own.

Card payments online

When you send an invoice, the customer can pay it by card online. When the payment comes in, it shows on the job, on the invoice and on the customer's page, and the balance drops.

1. Open the job and make the invoice. See Estimates and invoices.
2. Send it to the customer.
3. The customer pays by card.
4. The payment shows up in DispatchMind.

Send the invoice the same day the job closes. The sooner it goes out, the sooner it gets paid.

Payments taken another way

If a customer pays by cash or check, record the payment on the job so the balance is right. Your reports and the collections list only know what's been recorded.

The collections list

The collections list shows every open balance in one place, oldest first. It's on the Pro plan and up.

Oldest first matters. The longer a balance sits, the harder it is to collect. Starting at the top means you work the money most at risk before it's gone.

How to work it:

1. Open the collections list.
2. Start at the top.
3. Open the job and check what's owed and why.
4. Call, send the invoice again, or add a note on what the customer said.
5. Tag the job with what's next, for example "Called, paying Friday."
6. Move to the next one.

Set aside the same time each week. Twenty minutes every Monday beats a full day once a quarter.

Reminders that run themselves

On the Team plan and up, automations can follow up for you. A simple setup:

• When a job is marked done, then tag it "Ready to invoice."
• After 3 days, if the balance is still open, remind the office.
• Every week, open balances show up in collections, oldest first.

See Automations and reminders to set these up.

Call down the list

With DispatchMind Phone you can pick a list of jobs and call them, 1 to 5 at once, without leaving DispatchMind. It works well for a stack of open balances. See Phone and dialer.

Common questions

Where do I see what's owed in total? The Money area and your reports show open balances. See Reports and commissions.

What if a customer disputes a charge? Add a note on the job with what they said and when, and keep the photos and the signed estimate on the job. That record is what settles it.

Can the AI Dispatcher help with collections? It can find jobs with open balances and add notes or tags. It checks with you first before anything that touches money. See AI Dispatcher: AI built in.