Collections for QuickBooks Enterprise
Your QuickBooks book graded every night on days beyond each account’s own terms, a personal note drafted for each customer that needs one, and a person deciding what goes out.
Collections & ARUpdated Oct 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
| Customer | Grade | Balance | Beyond terms | Terms | Last contact |
|---|---|---|---|---|---|
| Northline Drywall | D | $31,240.15 | 38 days | Net 30 | Sep 2 |
| Westfield Masonry | C | $12,980.00 | 19 days | 2% 10 Net 30 | Sep 30 |
| Pine Hollow Contractors | B | $8,415.60 | 6 days | Net 30 | — |
| Cedar & Stone Framing | A | $22,106.00 | 0 days | Net 30 | — |
Every customer on days beyond its own terms. Who gets a note is decided by the numbers.
Tools in this workflow.
Pieces your customers and your team use directly, on their own or inside this workflow.
The problem, as it happens in QuickBooks.
Collections at a dealer is the A/R Aging Summary printed on Friday, a report that puts an account on Net 30 and one on 2% 10 Net 30 in the same thirty-day bucket, and whoever has time that afternoon. The customers who get called are the ones someone remembers.
The note that goes out is a template, and contractors can tell. The reply comes back to one person’s inbox, and the promise to pay lives in their head until it’s missed.
How it works.
- 1
The book is graded overnight
Every customer scored on days beyond its own terms as QuickBooks has them, not a flat aging bucket. Who gets contacted is decided by the numbers, never by a model.
- 2
One note per customer, drafted
A short, personal note that states the balance, the invoices and the ask, with the payment link minted at send. A rule refuses any figure that isn’t on the customer record.
- 3
A person reads it and sends
The desk opens on the notes waiting for a decision, worst account first. Edit, send or skip. Nothing goes out on its own, and nobody is contacted twice in a sweep.
- 4
Replies land in one inbox
Every reply threads back to its note, is categorised, and comes with a proposed response. A promise to pay is logged against the account, with the date.
How it connects to QuickBooks.
Lunica reads QuickBooks’s open items and the customer record nightly through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection, and ages every invoice on its own terms: Net 30, 2% 10 Net 30, net-10, whatever the account carries. Aging is computed each night and never stored. House accounts and anything you exclude by rule are left alone.
Nothing is written to QuickBooks and nothing is sent on its own. A note is drafted per customer with the ask and the invoices taken from the record; a rule refuses any figure that isn’t on it. A person reads it, edits it, sends it or skips it. The payment link is minted at send and opens a payment page under your name, and your team posts the payment to the account with the remittance Lunica prepared.
What a week looks like.
- The right accounts, in the right order, on their real terms.
- One note per customer, never two in a sweep, never again inside the cooldown.
- Replies thread back to the note and come with a proposed response.
- Promises to pay logged against the account, not remembered.
Questions
Does anything go out automatically?
No. Every note and every reply is a draft until a person sends it.
How does it know our terms?
It reads them from the customer record in QuickBooks, per account, and ages on them. An account on Net 30 ages from end of month plus thirty, not from the invoice date.
What about house accounts and disputed invoices?
Excluded by rule. The rules are a spec your admins edit in plain English, with history and revert.
Can customers pay from the note?
Yes. The link opens a payment page under your name: card or bank transfer, posted to the account by your team.
Does it store our aging?
No. Aging is computed nightly from QuickBooks and never persisted.
Can we change the tone?
Yes, per customer or across the book, in the same spec your admins edit.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Collections is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
Thirty minutes. We walk the workflow on QuickBooks data, then map it to yours.