Managing overdue invoices effectively is key to maintaining a healthy cash flow. This guide outlines how to use Vital to follow up on overdue invoices.

Preliminiary Step: Reconcile Payments in Xero

Before sending reminders, ensure that:

• All payments are reconciled in Xero to avoid unnecessary follow-ups. 
• You allow the necessary time for the payment status to sync to Vital.

For details, refer to the Xero Bank Reconciliation guide.

Follow-up in Vital

Credit Card on File (if available):

1. Navigate to Invoicing > Invoices
2. Select the relevant Invoice and click Invoice Details.
3. Use the credit card on file to take payment directly.
4. Payments can be processes multiple times if necessary (e.g., payment fails).

No Credit Card on File

1. Navigate to Invoicing > Invoices
2. Customise the view by adding the following columns:
   • Due Date
   • Type
3. Set the Filter to 'Overdue'.
4. Set the Date Range and sort the list by Contact Name.
5. Follow up the client:
   • Call the Client
     1. Click on the Customer > View Details to access contact information.
     2. Use the porivded phone number to follow up by phone.
     3. Recommend following the call with a email to maintain an audit trail. 
   • Email the Client
     1. Click the three dots (⁝) on the right-hand side of the invoice.
     2. Select Email to send a reminder directly from Vital.

Additional AR Streamlining

Leverage Xero's Automated Invoice Reminders to reduce manual follow-ups and encourage timely payments. For setup instructions, refer to the Xero Invoice Reminders Guide.