Request
Capture calls, emails and customer messages while the context is fresh.
Payment follow-up for service work
Pending payment tracking for completed service jobs.
See which payments are still due after a job. Keep amounts, due dates, paid dates and follow-up notes linked to the customer and work.
Quote
Build priced lines, totals and customer-ready PDF quotes.
Job
Schedule accepted work and keep notes, maps and files together.
Payment
Track due dates, collections, refunds and unpaid work.
Keep the payment record separate from job completion
Finishing a service job does not always mean the payment has arrived. A linked payment record keeps the expected amount, due date, paid date and notes with the customer and the relevant quote or job.
The due date records when the money is expected. The paid date records when it was received. Cuotaro counts a payment as received only when a paid date has been entered. Enter that date once the money has arrived, even if the customer has already promised a transfer.
Example: check a transfer after a completed inspection
In the fictional workspace shown above, a reception lighting inspection for Riverside Offices has been completed. One record shows €95 due on October 30, with a note that the transfer is still pending. Check the payment on the agreed date and record any useful update.
The capture also shows a separate €140 record with a paid date of October 22. Each entry has its own amount and dates. Do not treat a completed job or a payment promise as evidence that an outstanding amount has been received.
When the €95 arrives, enter its actual paid date. If it has not arrived, note the outcome of your check and decide the next action with the responsible team member.
Set a reminder for the next check
Use a linked reminder to check a transfer, call the customer or follow up after an agreed date. Assign it to the team member who will act and include the information they need.
The reminder's date is when the follow-up should happen; it does not change the payment's due date. Reminder emails go to the assigned team member. Your team contacts the customer separately and updates the payment record afterward.
Handle partial payments, overdue amounts and refunds clearly
If only part of an amount has arrived, keep the received portion distinct from what is still expected. Record the portions separately when you need to track each amount, and use notes to explain the split. Do not mark the full amount as received when only part has been paid.
An overdue amount can still be expected. The Unpaid flag has a different purpose: it removes amounts from expected collections, so it should not be used simply because a due date has passed. Negative amounts can represent refunds; add a note to explain the movement.
Start with the free pending-payment template
The English template helps you organize expected amounts, due dates, payment status and the next follow-up action. The tutorial uses a fictional case to distinguish a promise to pay, a partial payment and the end of the follow-up.
The CSV works independently in Excel or Google Sheets. It is not a Cuotaro import file, does not synchronize with the app and does not send automatic reminders.
- Download the free pending-payment template (CSV)Direct download with fictional example data; no form required.
- Watch the English pending-payment tutorial
- Explore the other free templates and tutorials
Use operational payment tracking alongside your finance tools
Cuotaro helps a small service team find what remains to be checked after the work is done. The payment stays linked to the customer and the related quote or job, so the next conversation has the right context.
This is an internal record maintained by your team. It does not issue invoices, reconcile bank transactions or send automatic collection sequences. Keep invoicing, accounting and specialist finance processes in the tools you use for those tasks.
Questions
FAQ
What information can I keep in a payment record?
Keep the expected amount, due date, paid date and notes. Link it to the customer and, where relevant, the quote or job so you can identify what the payment relates to.
What is the difference between the due date and the paid date?
The due date is when the money is expected. The paid date is when it was received. Cuotaro treats a payment as received only when a paid date has been entered.
Should I enter a paid date when the customer promises a transfer?
No. Note the promised date and plan the next check. Enter the paid date when the money has actually been received.
How should I record a partial payment?
Keep the amount received distinct from the amount still expected. If you record them separately, enter a paid date only for the received portion and keep the remaining amount's due date. Use notes to explain the split.
Should I mark every overdue payment as Unpaid?
No. The Unpaid flag removes an amount from expected collections. A late payment may still be expected, so a missed due date alone is not a reason to use that flag. Keep your notes and next follow-up action current.
Who receives a payment follow-up reminder?
The assigned team member receives the reminder email. That person checks the payment or contacts the customer. Cuotaro does not send an automatic sequence of collection emails to the customer.
Can I record a refund?
Yes. A negative amount can represent a refund. Link the record to the relevant customer and work, and add notes explaining the movement.
Does Cuotaro replace invoicing, accounting or bank reconciliation?
No. It keeps operational payment information alongside service work. Your team maintains those records, while invoices, bookkeeping and bank reconciliation remain in your specialist finance tools.
Product information
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