Payment Plans for QuickBooks Enterprise
A past-due balance in QuickBooks turned into a schedule the customer can keep: down payment, instalments and dates drafted under your policy, signed on a hosted page under your name, and each instalment watched against the payments posted in QuickBooks. A missed one goes back to the desk.
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.
Westfield Masonry’s $12,980.00, sixty days out. Nora edits any line before it goes anywhere.
The problem, as it happens in QuickBooks.
A contractor is sixty days out on $18,000 and can’t pay it at once. The plan gets agreed on the phone, written on the back of the A/R Aging Summary, and keyed as a note on the customer record. The dates are approximate. Whether there was a down payment depends on who you ask. QuickBooks has no screen for it, so it shows a past-due balance like any other and the sweep keeps calling.
Nobody watches the instalments. The second one arrives late, the third doesn’t arrive, and it’s the month-end review before anyone notices the balance hasn’t moved. By then the agreement is a memory, the customer is still buying, and the question of whether to hold the account is being asked ninety days later than it should have been.
How it works.
- 1
The plan is drafted under your policy
From the open items in QuickBooks and the rules your team set, Lunica drafts a schedule: the down payment, the number of instalments, the amounts, the dates, whether new purchases stay on terms or go C.O.D. while the plan runs. The credit manager edits any line before it goes anywhere.
- 2
The customer signs on a hosted page
The agreement opens on a page under your name, with the schedule and the conditions in plain words. The customer signs on a phone. The signed copy is filed against the account, and the down payment can be made from the same page.
- 3
Instalments are watched against QuickBooks
Each night Lunica reads the payments posted in QuickBooks and matches them to the schedule by amount and date. The desk sees every plan on one calendar: paid, due this week, coming. Collections notes pause on an account that is keeping its plan.
- 4
A missed instalment goes back to the desk
The morning after a missed date, the plan is back on the desk with what was paid, what wasn’t, and the next step drafted: a reminder, a call, or the hold your policy calls for. A person decides, and a person sends.
How it connects to QuickBooks.
Lunica reads QuickBooks’s open items, payments and the customer record nightly through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. The plan is drafted from the invoices as QuickBooks has them, on the account’s own terms, Net 30 or 2% 10 Net 30 or whatever it carries. Each payment posted in QuickBooks is read the night it posts and matched to the schedule.
Nothing is posted to QuickBooks and nothing is sent on its own. The plan and the signed agreement live in Lunica, filed against the account; a note for the customer record is prepared if your team wants one there, and keyed by your team. Instalment payments made from the plan page come back to QuickBooks as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared, and a person posts them. The reminder for a missed instalment is a draft until a person sends it.
What a week looks like.
- Every plan on one calendar: paid, due this week, coming.
- Agreements signed and filed against the account, not remembered.
- Accounts keeping their plan are left alone by the collections sweep.
- A missed instalment on the desk the next morning, with the next step drafted.
Questions
Who sets the terms of a plan?
Your policy does: minimum down payment, longest schedule, whether new purchases go C.O.D. while a plan runs. Lunica drafts inside those rules; the credit manager edits any line.
Does it write to QuickBooks?
No. The plan lives in Lunica beside the account. Payments are posted by your team as they are today; Lunica reads that they posted and ticks the instalment.
How does the customer sign?
On a page under your name, on any phone. The signed agreement is filed against the account with a time stamp, and a copy goes to the customer.
Can the customer pay from the agreement?
Yes. The page takes card or bank transfer. Each payment comes back as a remittance your team posts to the account.
What happens when an instalment is missed?
The plan is back on the desk the next morning with the history and the next step drafted. Nothing is sent and nothing is held until a person decides.
Does interest or a fee apply?
If your policy says so. The rate or fee is a line in the agreement the customer signs, and it is your team’s to set.
Can we see all plans at once?
Yes. One calendar for the book: every plan, every instalment, what posted and what didn’t.
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.
Payment Plans 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.
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