How to Use QuickEasy BOS to Manage Debt Collecting (Without Losing Customer Relationships)
A practical, systems-first approach to keeping receivables under control—using credit limits, automated follow-ups, and clear visibility.
Late payments don’t just create admin headaches—they directly affect working capital, your ability to pay suppliers and staff, and how confidently you can invest in growth. That’s why having a consistent, trackable debt-collection process matters.
In this blog, we’ll walk through how you can use QuickEasy BOS features to manage debt collecting end to end—from setting credit terms to following up on overdue accounts—while keeping communication professional and documented.
Why debt collecting matters (the business value)
Debt collecting (or, more broadly, collections management) is one of the fastest ways to protect cash flow because it speeds up the time between delivering work and having cash in the bank.
- Days Sales Outstanding (DSO)—how long it takes to collect after a credit sale—is widely used as a cash-flow health indicator. Atradius notes that high DSO can strain cash flow, heighten risk, and hinder growth, and that actively managing credit policies, prompt invoicing, and collections is vital for resilience.
- Cash flow remains a major small-business risk—which is why reducing overdue receivables can have an outsized impact.
Collections isn’t only about “chasing money”—it’s about creating a repeatable system that prevents overdue accounts, flags risk early, and documents follow-up steps so nothing slips.
How QuickEasy BOS supports debt collecting: a practical workflow
QuickEasy BOS includes a set of features that, when used together, create a clear collections workflow: Set terms → monitor exposure → follow up consistently → document outcomes → control future risk.
1. Set credit terms and credit limits on customer accounts
Start by defining your rules before problems arise. In QuickEasy BOS you can add credit terms and credit limits to customer accounts. Those limits appear on your age analysis, and amounts that exceed the limit show in an overdrawn column.
How this helps collections: it gives you an immediate way to spot which accounts are highest risk and prioritise follow-up, while also preventing unintentional over-extension.
2. Automatically calculate payment due dates (and put them on invoices)
QuickEasy BOS can automatically set payment due dates based on each customer’s credit terms and display the due date on invoices.
How this helps collections: clear due dates reduce disputes (“I didn’t know when it was due”), and consistent terms make follow-ups feel objective and professional rather than personal.
3. Link due dates to a calendar so follow-ups are scheduled
You can link due dates to a calendar to support a disciplined follow-up routine.
How this helps collections: it turns collections into a planned activity with reminders—so follow-up happens on time, every time (not only when cash flow becomes urgent).
4. Use WIP visibility on age analysis to control credit exposure
QuickEasy BOS can show the value of sales orders on the age analysis in the WIP column (optional transaction type setting). This helps you see exposure that’s building even before invoicing is complete.
How this helps collections: it gives early warning of customers who may exceed limits once work-in-progress converts to invoices—so you can act before the account becomes unmanageable.
5. Suspend a customer to prevent new orders (when needed)
When a situation requires tighter control, you can change a customer’s status to suspended, preventing new orders from being created (optional transaction type setting).
How this helps collections: it enforces accountability and protects your business from growing exposure while an account is overdue.
6. Manage debt collecting with a Service Type and service tickets
A highly practical way to systemise collections is to create a Service Type specifically for debt collecting. Then:
- Create a service ticket when an account is overdue
- Send automated emails as part of the workflow
- Set a reminder date for the next follow-up
- Record any customer response directly on the ticket
How this helps collections: it creates a single “case file” per overdue account, improves continuity across your team, and provides an audit trail of what was communicated and when.
7. Email statements with customised messages
You can email statements to customers as often as needed and include customised messages.
How this helps collections: statements reduce confusion about what’s outstanding and create a consistent, repeatable message that supports polite but firm payment requests.
8. Allocate payments to specific invoices (remittance matching)
When you receive a remittance advice, QuickEasy BOS lets you allocate payments to specific invoices. This isolates exactly which invoices remain outstanding.
How this helps collections: it eliminates ambiguity during follow-up (“we paid already”), speeds up dispute resolution, and helps you chase only what is truly unpaid.
Suggested collections cadence (simple and effective)
If you want a lightweight starting point, use a consistent cadence and adjust by customer risk:
- Before due date: friendly reminder (calendar-driven)
- 1–7 days overdue: first overdue email + create a service ticket
- 14 days overdue: statement + call / escalation note logged on the ticket
- 30+ days overdue: payment plan discussion; consider suspension to prevent new orders until resolved
Conclusion
QuickEasy BOS gives you the building blocks to manage debt collecting as a repeatable operational process: clear terms and limits, visibility via age analysis and WIP, automated reminders, statement emailing, and case-based tracking through service tickets.
Sources: Atradius (The hidden cost of Days Sales Outstanding, 2025).
