What is collections support?
A follow-up rhythm on overdue invoices that does not damage the relationship.
Collections support picks up the moment an invoice moves past its due date and stays unpaid — separate from raising the invoice and separate from applying the payment when it comes in. That gap is where a business either lets a debtor slide for months without a system, or sends the same firm-sounding reminder to every overdue account regardless of whether it's a long-standing client or someone who's gone quiet for good. Neither is a cadence, and neither is a decision.
A working cadence: a friendly nudge a few days after the due date, a firmer reminder with a statement of account once the invoice sits in the 30-day bucket, a logged phone call by 60 days, and a final notice before an account moves toward escalation past 90. Each step is timed to the ageing bucket — current, 1-30, 31-60, 61-90, 90-plus — and every contact is recorded: date, who was reached, what was said. That record turns 'we've been following it up' into something you can actually show someone.
Why it matters
| Without a system | With CapEasy |
|---|---|
| Cash flow shortages that were predictable | Predictable inflows and controlled outflows |
| Revenue leakage from uninvoiced work | Aging you can act on before it is a problem |
| Duplicate or early payments | A clean audit trail on every payment |
| Supplier disputes over what was actually agreed | Working capital you can actually plan around |
What we need from you
Receivable
- Customer master data
- Sales invoices
- Payment history
- Credit terms
Payable
- Supplier master data
- Purchase orders
- Supplier invoices
- Payment terms
- Expense receipts
How it runs, step by step
- Receivable
- Invoice creation and validation
- Recurring invoice setup
- Credit notes
- Payable
- Invoice recording and coding
- Three-way matching (PO, receipt, invoice)
- Payment scheduling and due-date monitoring
- Inventory, where relevant
- SKU-level tracking
- Multi-location stock
- FIFO / weighted average costing
Who does what
| Your CapEasy team | Collections support, the reconciliations and reporting behind it, and the questions list that keeps it honest. |
| Your registered BAS or tax agent | Everything that carries a licence in Australia — rendered exactly as written: work out what goes on your bas, or advise you on it — under tasa 2009 that requires registration we do not hold. |
| You | One conversation with one named person, and the decisions that are genuinely yours. |
Collections support in Australia
The ACCC/ASIC debt collection guideline reaches your own follow-up, not just agencies
The ACCC and ASIC jointly publish a debt collection guideline for collectors and creditors covering reasonable contact frequency, times of day, and how a debtor should be identified — and it applies broadly, including a business chasing its own overdue accounts, not only dedicated agencies. We build the reminder cadence to sit inside those expectations from the first notice, since a complaint about contact conduct can land on the business regardless of who sent the message.
A bad debt write-off can trigger a GST adjustment on the BAS
Under Division 21 of the GST Act, a business that has already remitted GST on a supply can make a decreasing adjustment once the corresponding debt is written off as bad, or overdue 12 months or more. We flag write-off candidates with the underlying invoice and GST detail; the adjustment calculation and its inclusion on the relevant BAS is handled by your registered BAS agent or accountant.
Limitation periods on debt recovery are set by state legislation and they run out
Each state and territory sets its own limitation period for suing to recover a simple contract debt — commonly six years, with variation by jurisdiction and debt type. Once that period lapses, the debt is generally no longer enforceable through the courts. We track how long an invoice has been outstanding and flag an approaching limitations concern; we don’t advise which period applies — that sits with your lawyer.
A letter of demand or a statutory demand is a legal step with real consequences
A formal letter of demand, and — for a company debt above the statutory threshold — a statutory demand under the Corporations Act, are legal instruments with strict form and timing requirements; an unanswered statutory demand can ground a winding-up application. We assemble the supporting documentation — invoice, signed agreement, delivery record, the full contact log — for whichever path you and your lawyer choose. We don’t draft demand letters and don’t decide when a debtor company should face a statutory demand.
What your registered BAS or tax agent receives from us
- Ageing schedule refreshed each cycle, bucketed current / 1-30 / 31-60 / 61-90 / 90-plus days
- A written follow-up cadence log per invoice and per debtor: date, channel, who was reached, what was said
- A statement of account issued with every reminder past the first notice
- A reminder and call-script sequence tied to ageing tier, calibrated to sit inside the ACCC/ASIC guideline’s contact expectations
- A flagged list of debtors that crossed your stated escalation threshold, with the data packet behind each flag
- A payment-plan tracker recording any arrangement agreed with a debtor — amount, instalment dates, and whether each one is kept
