FieldRoutes calls it: AutoPay, Auto-pay Profile, AutoPay Balances
From a read-only look at the FieldRoutes account on 2026-11-02 and its official manuals. Each line ends with its evidence: Observed in the account, Documented in a manual, or not tested. Capture numbers link to the screen below. All of FieldRoutes across the 20 blocks
In FieldRoutes, this block is everything that happens to money after an invoice exists: recording and charging payments, AutoPay, stored cards and bank accounts, credits and prepayments, receivables aging, collections, payment batches, convenience payment plans, failed payments, and processor payouts (disbursements). Most of it sits in the Billing menu (nine pages). The rest is spread over the Customer Card (Billing and Invoices tabs, the Add Payment forms), office preferences, Trigger Rules, Customer Communication settings, mobile defaults, access permissions, and a set of Office reports. The research has 40 screenshots whose main block is payments: all nine Billing pages, including the later loaded states, the five Add Payment method forms, one opened failed card payment, and the payment-related Office reports. Another 57 screenshots from other blocks also matter here. All of it is read-only. No charge, payment, posting, refund, reversal, write-off, collections submission, statement, export, stored-card change or saved report was executed. So this page describes controls and the existing records the account showed. It does not describe tested money flows.
In short
- FieldRoutes keeps debt, credit, payment and payout as separate views. They are AutoPay Balances, Accounts Receivable, Accounts With Credits, Collections, Payment History, Payment Batches, Convenience Payments, Manage Stored Cards and Disbursements. Each view has its own filters and its own meaning (Observed, 040-billing).
- AutoPay enrollment, a stored card or ACH source, a valid profile, a queued charge and a successful transaction are five different facts. AutoPay Balances shows who is ready to be collected, not who paid (Observed, 041-autopay-advanced).
- Receivables aging is a set of choices, not one formula. You can group by Bill To or by Invoice, age by account balance or by individual invoice balances, and start aging at the invoice date or the due date. The defaults are Bill To, Account Balance and Invoice Date (Observed, 512-receivables-advanced-filters).
- The payer is a separate concept from the customer. The Billing tab has a Default Bill To for new invoices and subscriptions. The manual says responsibility can sit at the customer, subscription or invoice level, and subscription AutoPay can override the customer default. Automation then acts either on single invoices or on the responsible payer's total balance, depending on the action (Observed and Documented, 453-customer-bill-to-selector, 249-trigger-action-freeze).
- Several money rules depend on the processor. ACH Return and Chargeback triggers, automatic ACH reversal and technician tips work only with FieldRoutes Payments. The soft-decline threshold excludes listed legacy merchant integrations. The Payment History screen is branded "with Payrix" (Observed, 235-trigger-ach-return, 220-office-billing-preferences-editor).
- Convenience Payments is an advance payment plan, not a billing frequency. It collects a regular amount and charges service invoices against that balance. It does not work with Renewal Billing or consolidated invoices, and its invoices are left out of AR totals by default (Documented and Observed, 047-convenience-payments).
- The account showed real records: one failed card payment (API origin, FieldRoutes Payments gateway), about 30 accounts in AR and in Collections, and one card payment in an open batch. No successful collection, allocation, settlement or reconciliation was seen (Observed, 510-payment-history-detail-attempt).
Screens: 40 captures
Upload a screenEach capture is a saved screen state from the FieldRoutes account on 2026-11-02. A screen shows what controls exist; it does not prove what happens when they are used.
Full description
Add Payment opens a payment entry panel with five payment methods as tabs: Cash, Check, Card, ACH and Coupon/Credit, and asks to select one. Captures 024-028 show each method. No payment was recorded.
Full description
The Cash payment form has Payment Amount, Confirm Amount and customer payment notes, with Record Cash / Record Payment. Distribution Details limit where the money goes (customer, subscription, which invoice to apply to first), and Payment Flags mark it as an office, collection or collections-agency payment. Nothing was recorded.
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The Check payment form is like Cash but adds a Check Number field, with Record Check. It has the same distribution (customer, subscription, apply-to-first invoice) and payment-flag options. Nothing was recorded.
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The Card payment form offers Use Card On File (crossed out, no card stored), Single Use Card (selected) and Existing Transaction. It shows amount, confirm amount, the billing name/address and an embedded payment processor card-entry area, then Charge Single Card, plus the usual distribution and payment flags. The embedded card-entry area is blank in the capture, so usable card entry is unverified; no charge was made.
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The ACH payment form offers Use Account On File and Existing Transaction (selected). For an existing transaction it asks for amount, confirm amount, date, transaction ID and notes, with Record Existing, plus distribution and payment flags. Nothing was recorded.
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The Coupon/Credit form records a non-cash credit: amount, confirm amount, Coupon Code, Description and notes, with Record Coupon. Besides the usual distribution options and payment flags it adds a Write Off flag. Nothing was recorded.
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The Billing area opens on AutoPay Balances: customers on card or bank (ACH) AutoPay who still owe money, so the office can see who should be charged. It lists the Billing submenu (AutoPay Balances, Accounts Receivable, Accounts With Credits, Collections, Payment History, Payment Batches, Convenience Payments, Manage Stored Cards, Disbursements), filters for account status, AutoPay type, card status (successful, soft/hard decline, invalid/missing), property type and minimum balance, and Batch Charge and Update Actions buttons. The table is empty under these filters; nothing was charged.
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Adds the advanced AutoPay Balances criteria: balance age bands, paper-statement preference, has-email, maximum-monthly flag, collection stage (not sent/pending/sent) and include/exclude customer flags, plus saved-report controls (name, user/office scope, default, save). Table columns cover subscription, card status, attempts, age, preference, monthly, due and charging amounts. Result is empty; no charge or action was run.
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Accounts Receivable is the aging list of who owes money. It shows filters (as-of date, account status, AutoPay type and status, property type, balance range), a populated table of about 30 accounts with AutoPay, max monthly, age, total due and statement/SMS/voice communication status columns, and Total Owed / Current / Over 30 / 60 / 90 day summary cards. The summary cards are seen fully in 537; advanced options are in 512.
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Accounts With Credits lists customers holding credit or prepayment balances. This first capture shows the filters but the result area had not loaded. Superseded by 504.
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Collections is the review list of overdue accounts for follow-up or sending to a collection agency. This first capture shows the filter header but the result area had not loaded. Superseded by 505 and 506.
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Payment History (Payment Reports) lists recorded payment transactions with method tabs, status and origin filters and summary totals. This first capture shows the empty table and the disbursement-column tooltip, but not a settled loaded state. Superseded by 508 (loaded, current day) and 509 (prior month).
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Payment Batches is where office staff enter checks and cash in a batch and post them. This first capture shows only the page heading with Payment Batches and Prepayments tabs; the entry form had not loaded. Superseded by 507.
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Lists upcoming scheduled advance payments for customers on a convenience payment plan (spreading service cost into regular charges). Shows a future date range, payment-method status filter, included subscriptions, Refresh, Export to Excel and Send Message, with columns for charge date, charge amount, subscriptions and method status. No rows match the shown period; nothing was sent or exported.
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Helps the office maintain stored payment cards: filters for expiry (already expired, this month, next three months), unused period, customer status and office, with columns for cardholder, card, token, expiry, last successful transaction, AutoPay card, Bill-To, bank update and date refreshed. The table is empty under the filters; no card was changed.
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Shows payouts from the payment processor to the company bank account, for reconciliation. It has a date range, office selector, Refresh and Export to CSV; for the selected two days it says No data to display.
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An audit log of who did what in billing and accounts receivable. Filters cover date, office, user type (office staff, sales rep, technician), employee, customer, screen location (billing menu, customer tabs, admin, reporting), object (AutoPay, AR, collections, payment batches, stored cards, invoices, trigger rules and more) and a long list of actions (exported, charged a batch, wrote off a balance, changed AutoPay, refunded a payment, edited trigger rules and many others), plus an option to include IP address (default No). It has saved-report presets (name, User or Office scope, Global disabled, default flag), Export to Excel and a searchable table; the page says it is limited to 25,000 logs. No log rows were inspected and nothing was exported.
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Lists customers flagged as having paid a year in full whose prepaid period is running out, so the office can follow up. Columns: customer, subscription, phone number, remaining prepayment and recurring price, with search, Refresh and Export to CSV. The table shows zero entries.
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Finds stored credit cards that expire between a start and end month, filtered by customer status (any, active, frozen) and office. Besides Refresh and Export to CSV it has Send Messages to contact these customers (not used). The result area is blank.
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Finds customers whose stored payment method failed. Filters: customer ID, card last four digits, balance at or above an amount, and method type (all, credit card, ACH), with Refresh and Export to CSV. The result area is blank.
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Meant to list frozen (inactive) customers who still have stored payment accounts. Only Refresh and Export to CSV show; the body is blank with no result message. The later recapture 491 is still blank, so the result remains unknown.
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Summarises payments received for a date, grouped by service type by default with up to two sub-groups (choices include billing frequency, city, county, customer source, division, GL account, invoice, month, office, payment date, payment type, region, sales rep, service bundle, technician, year, zip). Filters: coupons include/exclude/only, payment as-of date, service plans, disbursement, service bundles and Advanced Filters (not opened). Columns split collections into applied payments before tax, tax, unapplied, coupons, cash, checks, Visa/Mastercard, Amex, ACH and total collected. It has saved-report presets and Export to Excel; the detail table was still loading when captured.
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Shows collections for a date range, with an option to include $0 collected (default No), Refresh and Export to CSV. The result area is blank, so it is not clear from the screen how collections are attributed.
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Lists initial (first) services that have not been paid, for a start/end date range, with Refresh and Export to CSV. The result area is blank.
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Communication settings editor for 'SalesRoutes and Customer Portal Auto Payment Message', opened unchanged and cancelled. Plain authorization text shown above the automatic-payment initials in SalesRoutes and the portal; a standard text is used if blank. No payment mandate was created. The filename only gives the group number.
- 313-communication-section-32-editor-detail.jpg: viewport view centred on this group's editor
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Prepayments finds customers to offer paying ahead for a service plan. Filters: Service Plan (required; the list offers no plans), Property Type (All/Residential/Commercial) and Overdue Balances (exclude, include, or exclude 7+ to 180+ days overdue), with Save filter and Search. The customer table (Customer ID, name, subscriptions, Mail, Email) is empty.
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One of the 19 data-quality checks in the Audit report, selected on its own: it lists customers with a stored card who are not on AutoPay. The panel shows 0 customers for customers entered on the captured day, so no result table or columns appear. It shares the Audit date range, Refresh and Export to CSV; nothing was corrected or exported.
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A second visit to this report. Only the title, Refresh and Export to CSV appear; the body is still blank with no result message, so it is not known whether any customers match.
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Lists customers holding money in their favour. Filters: as-of date, account status, AutoPay, payment-method status, property type, credit type (credits, prepayments, both), paper/email preference, max monthly, collection stage and flags. Columns separate the responsible customer from the originating customer and office, plus total credit and statement/SMS/voice columns. Loaded result: zero rows and zero total credit under these filters; no refund or allocation.
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The collection accounts list loaded with 30 overdue accounts: balance, age, earliest due date, days overdue, contact and location, account status, collection stage, subscriptions on hold, AutoPay and payment status and last payment. Basic filters are as-of date, account status, balance age, payment due and days overdue. Every one of the 30 row checkboxes is already checked (only the select-all box is not), so an Actions command would likely apply to all listed accounts; the Actions button was not opened.
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Adds the advanced collection criteria: AutoPay type and status, property type, paper/email preference, max monthly, include/exclude collection stage (not sent, pending, sent), minimum balance, On Hold and customer flags, over the same 30-row loaded list, where all 30 rows are checked. Stage cells show 'Not Set' while the filter says 'Not Sent'. Nothing was sent to collections.
Full description
The batch payment entry screen for office-received payments. It shows batch date range and selector, Close Batch, Import Lockbox Batch, customer and invoice lookup, method (cash/check), amount and confirm amount, notes, allocation limits (customer, subscription, invoice), a Collections Agency Payment checkbox, Add, running totals and Finalize & Post Payments. Below, Recorded Payments lists one existing card payment in the open batch with method totals. Nothing was added or posted.
Full description
Payment Reports loaded for the current day with method tabs (all, card, ACH, cash, check, coupon) and filters: transaction date (defined as when the transaction was created in FieldRoutes Payments), office/collection payment flags, payment status (success, failed, disputes, ACH returned), card type, coupon, method, office, reversed payments, disbursement, payment origin (manual, portal, batch, trigger, collections, API, import, convenience payment), agency payments, write-offs and flags. Summary totals (successful, by method, collected, gateway fees, net) and the table show zero rows for the day.
Full description
The same report for the previous month shows one failed card payment, while the successful count, collected totals, gateway fees and net collected stay at zero. The Disbursement column header carries a ? help icon; its tooltip text (N/A, blank, Pending and payout values) is in the saved UI text, not visible in the image.
Full description
Despite the 'attempt' filename, this is the actual opened detail of an existing failed card payment inside the Customer Card. It shows 'This payment failed', amount, transaction date, API origin, FieldRoutes Payments gateway, a system recording actor, the status detail 'The referenced resource does not exist', blank authorization and transaction references, AVS/CVV Not Available, empty Applied To and disabled allocation controls. Unpaid invoices are listed in the sidebar; nothing was changed.
- 510-payment-history-detail-bottom.jpg: bottom of detail, origin, gateway, allocation fields
- 510-payment-history-detail-middle.jpg: middle of detail, status and processor fields
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The Actions menu on the failed payment detail offers Update Payment, Email Receipt and Print. Only the menu was opened; no update, retry, receipt or print happened.
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Shows the AR configuration choices: balance age, payment due and days overdue filters, paper/email preference, max monthly, Group By Bill To or Invoice, Determine Aging By account balance or individual invoice balances, Aging Start Date invoice date or due date, Convenience Payments invoices (exclude, include, only), collection stage and flags. The populated 30-row table and aging summary sit below; defaults are Bill To, Account Balance and Invoice Date.
- 512-receivables-advanced-bottom-detail.jpg: lower table rows and communication columns
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The AR bulk Actions menu offers Send Message, Print Statements, Snail Mail Statements (paid postal mailing) and Email Statements for selected accounts. Only the menu was opened; nothing was sent or printed.
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Accounts Receivable after dismissing a notification banner, with the 30-row list and the five aging summary cards (Total Owed, Current, Over 30, Over 60, Over 90 Days). The detail supplement shows all five totals clearly above the bottom dock.
- 537-receivables-totals-clear-detail.jpg: all five aging total cards visible
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Collections after dismissing a notification banner, with the loaded account list and the five aging summary cards. The detail supplement shows all five totals clearly.
- 538-collections-totals-clear-detail.jpg: all five collections aging cards visible
Their words for this block 36
Where it lives in FieldRoutes
Menus, pages and settings where this block appears 27 menu paths
- Billing > AutoPay Balances (the Billing landing page and submenu) 040-billing, with advanced filters 041-autopay-advanced
- Billing > Accounts Receivable 042-accounts-receivable, advanced filters 512-receivables-advanced-filters, Actions menu 513-receivables-actions, aging cards 537-receivables-totals-clear
- Billing > Accounts With Credits 504-accounts-credits-revisited (the early view 043-accounts-credits had not loaded)
- Billing > Collections 505-collections-revisited, advanced filters 506-collections-advanced, aging cards 538-collections-totals-clear (the early view 044-collections had not loaded)
- Billing > Payment History (page title Payment Reports) 508-payment-history-loaded, prior month 509-payment-history-prior-month, early view with tooltip 045-payment-history
- Billing > Payment History > payment row, which opens Customer Card > Invoices > Card Payment 510-payment-history-detail-attempt, with its Actions menu 511-failed-payment-actions
- Billing > Payment Batches 507-payment-batches-revisited (the early shell 046-payment-batches had not loaded)
- Billing > Convenience Payments 047-convenience-payments
- Billing > Manage Stored Cards 048-manage-stored-cards
- Billing > Disbursements 049-disbursements
- Customers > Customer Card > Invoices > + Add Payment 023-customer-add-payment, with the Cash 024-payment-cash, Check 025-payment-check, Card 026-payment-card, ACH 027-payment-ach and Coupon / Credit 028-payment-credit forms
- Customers > Customer Card > Billing (AutoPay, Collections Stage, Default Bill To, + Add Payment Method, + Convenience Payments) 006-customer-billing, 452-customer-billing-populated, 453-customer-bill-to-selector
- Customers > Customer Card > Invoices (Account Summary, Payments) 010-customer-invoices, 440-populated-customer-invoices, invoice detail 441-existing-invoice-detail and its Actions 442-existing-invoice-actions, Account Balance Summary 444-account-balance-summary, 445-account-summary-date-picker, 446-customer-historical-balance
- Customers > Customer Card > Overview (Account Balance, A/R Turnover, collect-balance and AutoPay prompts) 435-populated-customer-overview
- Customers > Prepayments 460-customer-prepayments
- Customers > Customer Reports (Customer Search) > Billing Account filters 415-customer-billing-account-filters, 427-billing-account-filters-lower. Payment filters also appear in the Customer Account group 422-customer-account-filters-lower and the Subscription group 424-subscription-filters-agreements-billing, 426-subscription-filters-lower
- Admin > Preferences > Office Settings > Preferences > Billing Preferences 220-office-billing-preferences-editor
- Admin > Preferences > Office Settings > Trigger Rules (AR, Auto Payment, ACH Return, Chargeback types and actions) 230-trigger-rule-editor, 231-trigger-rule-action-editor, 234-trigger-auto-payment, 235-trigger-ach-return, 236-trigger-chargeback, 249-trigger-action-freeze, 251-trigger-action-collections-stage, 546-trigger-placeholders-clear
- Admin > Preferences > Office Settings > Billing Letter Templates 204-billing-letter-templates, 205-billing-letter-template-editor
- Admin > Preferences > Customer Preferences > Customer Communication (payment defaults, A/R hold time, prepay templates, Auto Payment Message) 281-customer-communication-preferences-editor, 285-communication-section-4-editor, 292-communication-section-11-editor, 293-communication-section-12-editor, 294-communication-section-13-editor, 295-communication-section-14-editor, 313-communication-section-32-editor
- Admin > Preferences > Customer Preferences > Prepayment Discounts 335-prepayment-discounts, 336-prepayment-discount-editor
- Admin > Preferences > Service Related > Service Plans (Include in Convenience Payments, Prepay Discount) 137-settings-service-plan-form; Add-ons (late-payment and NSF fees) 144-settings-addons; Frequency Options (Convenience Payments type) 169-settings-frequency-options
- Admin > Preferences > Mobile > Default Settings > Service (balance and collection rules) 183-mobile-service-default-editor
- Reporting > Office: AR Oversight Report 064-report-ar-oversight, Expiring Paid In Full 078-report-expiring-paid-in-full, Expiring Credit Cards 079-report-expiring-cards, Failed Payment Methods 082-report-failed-payment-methods, Frozen Customers w/ Payment Accounts 083-report-frozen-customers and 491-frozen-payment-accounts-revisited, Prepayments 087-report-prepayments, Payments by Service Type 088-report-payments-service-type, Sales Tax 095-report-sales-tax and Sales Tax (OLD) 094-report-sales-tax-old, Sales Collections 096-report-sales-collections, Tech Collections 100-report-tech-collections, Unpaid Initial 103-report-unpaid-initial, Commission 073-report-commission, and the Audit check for cards on file without AutoPay 476-audit-cards-without-autopay and the Locked Periods log 478-audit-locked-periods
- Dashboard payment cards 001-dashboard, 386-dashboard-resumed, with help for AutoPay Percentage 395-dashboard-metric-help-7, Receivables Aging 396-dashboard-metric-help-8, Payment Types 397-dashboard-metric-help-9, Frozen w/ Stored Acct 402-dashboard-metric-help-14 and Debit Balance 404-dashboard-metric-help-16
- Top bar > Search > By Invoice shows the amount due on a result card 528-global-invoice-search-result, 531-global-invoice-autocomplete-result
- Bottom dock > Resources > Knowledge Base has a FieldRoutes Payments category 380-knowledge-base-in-product
Connections to other blocks
- Payments settles invoices from Invoicing and billing terms. Distribution Details pick which customer, subscription and invoice a payment applies to. The invoice shows Charges / Payments / Balance, and Credit Memo sits on the invoice Actions menu (Observed 024-payment-cash, 441-existing-invoice-detail).
- Payments ages debt built from Invoicing and billing terms's invoice date and due date, with net terms set there and on the Service Plan (Observed 512-receivables-advanced-filters).
- Payments depends on Customer account for the payer. Default Bill To, Responsible Payer and Responsible Balance separate the payer from the serviced account, and opening a payment checks out the Customer Card (Observed 453-customer-bill-to-selector, 510-payment-history-detail-attempt).
- Payments stays separate per property in Service location. Linked sites keep their own balances, and one payment does not settle the others (Documented, Properties manual).
- Payments takes AutoPay overrides, Convenience Payments eligibility and prepay discounts from Service agreements and renewals (subscription Auto-pay Profile, Service Plan settings). A trigger Subscription Hold pauses recurring billing (Documented, Trigger Rules manual).
- Payments uses Integrations and API for automation. Trigger Rules can charge fees (Create Invoices), freeze payers, set collections stage and call webhooks. Payment History records API, Trigger and Import origins (Observed 231-trigger-rule-action-editor).
- Payments sends statements, failed-payment notices, receipts and prepay offers through Customer messages and marketing. Delivery windows and A/R Hold Time apply there (Observed 513-receivables-actions, 281-customer-communication-preferences-editor).
- Payments is offered to customers in Customer portal. Office settings cover online payments, portal payment caps, tips and prepay display. The manual says customers manage payments and stored sources in the portal, and a master account can pay child properties (Observed 220-office-billing-preferences-editor; Documented).
- Payments is collected in the field through Mobile app: completion blocked by balance, max over-collect, auto-apply of technician collections, and payment-method requirements for scheduling (Observed 183-mobile-service-default-editor).
- Payments is restricted by Technicians and licenses permissions (Transactions, Billing, report View vs Edit/Actions), and Tech Collection Auto Apply requires Apply Payments (Observed).
- Payments feeds Reporting and analytics: dashboard AutoPay %, Receivables Aging, Payment Types, Debit Balance, Collections % (Accrual), Payments by Service Type, Sales Tax (Cash Hybrid, which counts revenue and tax when cash is applied to an invoice), and the AR Oversight audit log (Observed 386-dashboard-resumed, 095-report-sales-tax).
- Payments is checked by Lead, sales and estimate: the Sales Service Report shows ACH/card on file and an ACH/CC ratio, and sales fit needs customer-versus-salesperson AutoPay flags reconciled (Observed 053-sales-service-reports). Deals, which is not enabled, would store a card for monthly payments (Observed 263-deals).
- Payments is kept apart from FieldRoutes' own billing to the company, which lives in FieldRoutes hub (Admin Billing / Usage).
How FieldRoutes does it
AutoPay collection (configured; not executed). An account is enrolled in Card or ACH AutoPay, at customer level or per subscription (Documented: subscription AutoPay overrides the customer default). AutoPay Balances then lists enrolled accounts with a balance at or above a minimum (0.05 shown). Columns show billing customer, subscription, card status, attempts, age, preference, monthly cap, due, charging and action. Staff can start Batch Charge or Update Actions; neither was opened, so the confirmation flow, number of customers per batch and authorization are unknown. In the captured filter state the table was empty with a 0.00 total. That shows nothing about all enrolled accounts. Official guidance says rules automatically submit designated AutoPay invoices for ACH or card payment, and grouping can reduce repeated manual work (Documented, public blog). An Auto Payment trigger type also exists, with account status, balance age (bucket or custom range), AutoPay type, minimum (required) and maximum balance, property type and flag filters (Observed 234-trigger-auto-payment). The subscription tooltip says that if Next Billing is in the past, charging happens within 24 hours (Observed, not tested). 040-billing, 041-autopay-advanced
Soft declines and retries (configured; not executed). Billing Preferences has Retry Soft Declines, Soft Decline Payment Hold Days (default or 0-10 days) and Soft Decline Threshold (1-20, currently 3, the default). Beyond the threshold a soft decline becomes a hard decline. This rule excludes listed legacy merchant integrations. The report filters show decline states, but retry algorithms and processor codes are not established. 220-office-billing-preferences-editor
Recording a payment on the Customer Card (forms observed; nothing recorded). Customer Card > Invoices > + Add Payment opens five method tabs.
- Cash: Payment Amount, Confirm Amount, notes, Record Cash / Record Payment.
- Check: the same plus Check Number, with Record Check.
- Card: Use Card On File (crossed out here because no card was stored), Single Use Card (selected) or Existing Transaction; billing name and address, an embedded processor card-entry area, and Charge Single Card. The card-entry area was blank in the capture, so working card entry is unverified.
- ACH: Use Account On File or Existing Transaction (selected); for an existing transaction it asks for amount, confirm amount, date, transaction ID and notes, with Record Existing.
- Coupon / Credit: amount, confirm amount, Coupon Code, Description and notes, Record Coupon, plus a Write Off flag.
Every form has Distribution Details (limit to customer, limit to subscription, which invoice to apply to first) and Payment Flags (office, collection, collections agency). 023-customer-add-payment, 024-payment-cash, 025-payment-check, 026-payment-card, 027-payment-ach, 028-payment-credit. The invoice detail also has + Add Payment and a Charges / Payments / Balance summary 441-existing-invoice-detail.
Payment Batches (controls observed; nothing posted). Staff choose or open a batch (date range plus batch selector), look up a customer or search by invoice, and pick a method. The entry form offers only Cash and Check. They enter Amount and Confirm Amount, notes, allocation limits (Any Customers / Any Subscriptions / Any Invoices) and an optional Collections Agency Payment checkbox, then click Add. Running totals (Cash, Check, Total) show staged entries. Finalize & Post Payments posts them, and Close Batch ends the batch. Import Lockbox Batch is a separate import entry. Below the form, Recorded Payments shows history: one existing card payment in a batch still marked Open, with method totals (Cash, Checks, CC, ACH, Coupons, Total). So history can hold methods the entry form does not offer. The date filter (10/02-11/02/2026) did not match the record's dates, which were earlier: the current batch and the record's Date Open are 7/6/26, and its Date Paid is 7/23/26 (CC(1), $0.30). So the filter's date basis is unknown. A green dot on the record is unlabeled. Transaction atomicity, validation and reconciliation are untested. 507-payment-batches-revisited
A failed payment (existing record, opened). Payment History for the current day loaded zero rows. Setting the range to the previous month showed one failed card payment. The Successful count, collected totals, gateway fees and net collected all stayed at zero, and the row's fee and net cells were blank. Opening the row opens the Card Payment detail inside the Customer Card, which checks out the card. The detail says "This payment failed". It shows the amount and date (10/5/2026 1:41 PM), Payment Origin API, Gateway FieldRoutes Payments, a system recording actor and Status Detail "The referenced resource does not exist". That is the displayed text, not a diagnosed cause. Transaction ID and Authorization Code were blank, AVS and CVV were "Not Available", Applied To was empty, and the flags and distribution selectors were disabled. Actions offers Update Payment, Email Receipt and Print; only the menu was opened. Two unpaid recurring-billing invoices showed in the sidebar, and the failed payment was not applied to them. The card was then closed and the checkout release verified. 509-payment-history-prior-month, 510-payment-history-detail-attempt, 511-failed-payment-actions
Receivables review and statements (observed; nothing sent). Accounts Receivable loaded about 30 rows with payer identity, AutoPay, max monthly, age, total due and communication columns (Send SMS, Send Voice, Email Statement, Print Statement). Some cells already read Undeliverable, Sending or Printing. The research did not trigger these, and they do not prove delivery or printing. Summary cards show Total Owed, Current, Over 30, Over 60 and Over 90 Days: $6,442.00 owed, split $1,749.00 current, $1,250.00 over 30, $2,485.00 over 60 and $958.00 over 90 days. The four buckets add up to the total. Collections showed the same five figures over its 30 rows. That is a display check only. The Actions menu offers Send Message, Print Statements, Snail Mail Statements and Email Statements. The menu label itself says nothing about cost; the only price seen is the Account Statement Tear Sheet tooltip: snail-mail statements with a tear sheet include a return envelope and "an additional charge $0.20 per statement". None was clicked, so selection scope, preference enforcement, queueing and cost are untested. 042-accounts-receivable, 537-receivables-totals-clear, 513-receivables-actions. Billing Letter Templates insert conditional text into statements based on minimum and maximum days past due and invalid payment method (No / Yes / Any). Each template holds up to 2000 characters, with placeholders for billing name, last service date, balance age and days overdue (Observed; priority between overlapping templates untested) 204-billing-letter-templates, 205-billing-letter-template-editor.
Collections (observed; no agency step). Collections loaded about 30 rows with balance, age, earliest due date, days overdue, contact and location, account status, collection stage, subscriptions on hold, AutoPay and payment status, and last payment. Rows have selection checkboxes. In all three loaded views every one of the 30 row checkboxes was already checked (only the select-all box in the header was not), so an Actions command would likely apply to every listed account; that is a reading of the screen, not tested. The research did not set these checks, and they are not a result. The Actions button was not opened. The row states were uniform: all 30 rows had stage Not Set, 0 subscriptions on hold, AutoPay None, payment status Invalid/Missing and a blank Last Payment; 29 accounts were Active and one Frozen. Being on the list, or a row's age, does not mean the debt was sent to a collector, held, frozen or contacted. Stage can be set by hand on the Billing tab or by a trigger action (Set Collections Stage: Not Sent / Pending / Sent). Payments can carry Collection Payment and Collections Agency Payment flags, and Payment History can filter Collections Agency Payments. 505-collections-revisited, 506-collections-advanced, 538-collections-totals-clear
Automation on receivables (configured; nothing saved or fired). An AR trigger filters by balance age or days past due (with a required day count), minimum and maximum balance, customer status, multi-unit, property type, flags, divisions, collections stages, paper preference and convenience-payment invoices. Its actions are Add Flags, Create Invoices, Freeze Customers, Place Subscription On Hold, Send Email / SMS / Snail Mail / Voice, Set Collections Stage and Webhook. Scope differs by action. Create Invoices (a fixed or percentage value plus a service type, for example a late fee) applies the filters per invoice. Communication, flags, collections stage and freeze use the responsible customer's balance and aging date instead. Freeze Customers also freezes subscriptions on other accounts that customer is financially responsible for. The ACH Return and Chargeback trigger types work only with FieldRoutes Payments and give no notice for other processors. The Trigger Rules manual warns that backdating an AR fee rule can charge invoices that were overdue then but are paid now. It says blank filters mean "all", and that Subscription Hold removes due work and pauses recurring billing. It also describes freeze and payment-profile deletion in a way that conflicts with a separate removal action, which needs vendor clarification (Documented). 230-trigger-rule-editor, 231-trigger-rule-action-editor, 249-trigger-action-freeze, 235-trigger-ach-return, 236-trigger-chargeback
Failed ACH (configured). ACH Auto Returns can be "no system response" or Automatic Reversal. Per the tooltip, Automatic Reversal restores the unpaid balance when an ACH payment fails, for FieldRoutes Payments only. 220-office-billing-preferences-editor
Convenience Payments (documented; no enrolled plan seen). The Billing tab has + Convenience Payments. The Service Plan editor has Include in Convenience Payments, and Frequency Options has a Convenience Payments type, for example a Monthly/30 Days label. The manual says the plan builds up advance AutoPay funding for eligible subscriptions, and those subscriptions must be paid up before enrollment. It does not work with Renewal Billing or consolidated invoices. Included subscriptions drop out of ordinary AutoPay reports and triggers, and one-time add-ons bill separately. Recovery after a decline can collect several overdue charges together. Changing the payer or removing the payment source requires first removing or reassigning the plan or subscription. Mobile collection warnings can be overridden, so they do not prevent payment. The manual also says excluding these invoices affects statements. The Convenience Payments report (Billing) lists upcoming charge date, charge amount, subscriptions and payment-method status for a future window (11/03-12/04/2026); it had zero rows. AR has its own Convenience Payments Invoices control: Do Not Include (default), Include in Total, Only Show. AR triggers can exclude these invoices or include only them. 047-convenience-payments, 512-receivables-advanced-filters, 137-settings-service-plan-form, 169-settings-frequency-options
Prepayment offers (configured; nothing sent). Customers > Prepayments finds customers to offer a plan prepayment. It needs a Service Plan, but the plan list was empty, and it has Property Type and Overdue Balances filters (exclude, include, or exclude 7+ to 180+ days overdue). Its table (Customer ID, name, subscriptions, Mail, Email) was empty. Prepayment Discounts define the offer discount; the field shows no percent or currency unit. Prepayment Letter Templates carry a portal prepayment link and an upsell link. The Customer Communication groups 11-14 hold pre-pay email and postal templates for new and renewing plans, and the welcome SMS and voice templates have optional prepayment wording. The portal can show plan details plus 30/60/90/180-day prepay options. The Prepayments report tracks offers sent: value, discount, tax, payments collected and accepted base and upsell offers. Expiring Paid In Full lists customers whose prepaid year is ending. All observed with empty results. 460-customer-prepayments, 335-prepayment-discounts, 336-prepayment-discount-editor, 292-communication-section-11-editor, 087-report-prepayments, 078-report-expiring-paid-in-full
Field collection (configured; not run on a device). Mobile Service defaults include:
- Block Completion if There is Balance (No / Yes / Residential Only / Commercial Only)
- Max Over Collect
- Enforce Payment Hold Date and Enforce Max Monthly Charge
- Tech Collection Auto Apply. Its tooltip says a cash or check collection on a completed visit is applied automatically, the applied payment is replaced if the technician changes the collection, and the technician needs the Apply Payments permission.
Mobile Sales defaults include Require Valid CC/ACH for APay and Require Payment Method for Scheduling (a valid payment method for the initial appointment). The mobile permission Override Payment & Agreement Schedule Requirements bypasses those prerequisites. The Tech Collections report shows payments collected by technicians at appointments. 183-mobile-service-default-editor, 100-report-tech-collections
Payouts and reconciliation (documented; not reconciled). Disbursements shows processor payouts for a date range and office. The captured two days said "No data to display". Payment History's disbursement column has four tooltip states: N/A for cash, check or coupon; blank for card or ACH not reported through the merchant portal; Pending for a new transaction awaiting payout; and a payout value, meaning the payout that contains the payment. The 2026 Payrix release guide describes a 9:30 PM ET settlement cutoff, separate fee and non-fee presentation, finalized / finalizing / delayed statuses, complete row loading and continued non-Payrix compatibility. These are vendor release claims, not checked for this account. 049-disbursements, 509-payment-history-prior-month
Stored-card upkeep (observed; empty). Manage Stored Cards filters by expiry, unused period and customer status. The table was empty, and selecting rows is not a cleanup action. Expiring Credit Cards finds cards expiring between two months and has Send Messages. Failed Payment Methods finds customers whose stored method failed. Frozen Customers w/ Payment Accounts was blank twice and stays unknown. The dashboard card Frozen w/ Stored Acct warns that some gateways charge per stored account. The Audit check "Customers with cards on file but not on auto pay" showed 0 for the captured day. Customer Communication's Portal Payment Method on Account setting aims to keep at least one method on file. 048-manage-stored-cards, 079-report-expiring-cards, 082-report-failed-payment-methods, 491-frozen-payment-accounts-revisited, 402-dashboard-metric-help-14, 476-audit-cards-without-autopay
Linked properties (documented). Each linked site keeps its own card, billing and invoices. A payment to one property does not settle the others. A master portal account can pay for child properties, but child accounts cannot see each other. Merge is permanent. (Properties manual)
Settings and controls
All settings and controls seen 138 rows
Shared Billing report controls
- Billing submenu: AutoPay Balances, Accounts Receivable, Accounts With Credits, Collections, Payment History, Payment Batches, Convenience Payments, Manage Stored Cards, Disbursements 040-billing.
- Refresh, Clear Filters, Search (searches the page output, not global lookup), sortable headers, Show entries, pagination. Export / Export to CSV / Export to Excel exist on specific pages; none was run.
- Saved reports (AutoPay Balances, AR, Credits, Collections): Enter Report Name; scope User / Office / Global (User selected, Global disabled for unknown reasons); Not Default / Default; Save / Save as New; No Saved Reports / Show Saved Filters.
- Advanced Filters / Basic Filters expand or collapse criteria.
Common filters (subsets differ by page) 041-autopay-advanced, 506-collections-advanced, 512-receivables-advanced-filters
| Filter | Options |
|---|---|
| Acct. Status | All / Active / Frozen (customer lifecycle, not payment outcome) |
| AutoPay (AR, Credits, Collections) | Any AutoPay Status / Not on AutoPay / Card AutoPay / ACH AutoPay / Card or ACH AutoPay |
| AutoPay (AutoPay Balances) | Any AutoPay Type / Card AutoPay / ACH AutoPay (no "not enrolled" option) |
| Status / Payment Method Status | Any AutoPay State or N/A; Successful; Soft Decline; Hard Decline; Soft or Hard Decline; Invalid/Missing |
| Prop. Type | All Properties / Residential Only / Commercial Only |
| As Of Date | Blank date input (AR, Credits, Collections); calculation basis, default and time zone unspecified |
| Balance Age | Any; 7+, 10+, 15+, 30+, 60+, 90+, 180+ Days Old; 0-3, 0-14, 15-29, 0-29, 30-59, 60-89, 90-119, 120-149, 150-179 days; Custom Age Range (child fields not opened) |
| Payment Due | Separate blank Payment Due Date (AR, Collections) |
| Days Overdue | Any; same bands as Balance Age; Custom Range |
| Pref. Paper / Has Email | All / Yes / No |
| Max Monthly | N/A / Yes / No |
| Incl. / Excl. Collections | Multi-select Not Sent / Pending / Sent |
| Incl. / Excl. Flags | Customer flag multi-select (AND/OR not tested) |
AutoPay Balances 040-billing, 041-autopay-advanced
- Balance >= (0.05 shown); advanced Balance Age, Pref. Paper, Has Email, Max Monthly, Incl. Collections, Incl./Excl. Flags.
- Actions: Batch Charge (bulk charge, not opened), Update Actions (not opened).
- Columns: Billing CustomerID, Subscription, Billing Name, Billing Phone, Card Status, Attempts, Age, Prefers, Monthly, Due, Charging, Action; Total. Prefers and Charging arithmetic is not documented on screen.
Accounts Receivable 042-accounts-receivable, 512-receivables-advanced-filters, 513-receivables-actions
- Balance Range (minimum 0.01, maximum blank).
- Group By: Group By Bill To (default) / Group By Invoice.
- Determine Aging By: Account Balance (default) / Ind. Invoice Balances.
- Aging Start Date: Invoice Date (default) / Invoice Due Date.
- Convenience Payments Invoices: Do Not Include (default) / Include in Total / Only Show Convenience Payments Invoices.
- Refresh, Export to CSV, Clear Filters, Search; Toggle (unexplained, not used).
- Actions: Send Message, Print Statements, Snail Mail Statements, Email Statements.
- Columns: Customer ID, Name, Phone, Zip, Email, AutoPay, Max Monthly, Age, Total Due, Send SMS, Send Voice, Email Statement, Print Statement. Cards: Total Owed, Current, Over 30, Over 60, Over 90 Days.
Accounts With Credits 504-accounts-credits-revisited
- Credit Type: Credits (default) / Prepayments / Both; plus common filters.
- Actions and Toggle (not opened).
- Columns: Responsible Customer ID, Originating Customer ID, Originating Office Name, Name, Phone, Zip, Email, AutoPay, Paid in Full Flag, Max Monthly, Total Credit, Send SMS, Send Voice, Email Statement, Print Statement. Result: zero rows, 0.00 total.
Collections 505-collections-revisited, 506-collections-advanced
- Basic: As Of Date, Acct. Status, Balance Age, Payment Due, Days Overdue. Advanced: AutoPay, Status, Prop. Type, Pref. Paper, Has Email, Max Monthly, Incl./Excl. Collections, Balance >= (0.01), On Hold (N/A / Yes / No), Incl./Excl. Flags.
- Selection checkboxes (all 30 rows checked, select-all unchecked, in 505-collections-revisited, 506-collections-advanced and 538-collections-totals-clear); Actions (not opened).
- Columns: CustomerID, Name, Address, City, State, Zip, Email, Phone, Balance, Age, Earliest Due Date, Days Overdue, Status, Stage, Subscriptions On Hold, AutoPay, Payment Status, Last Payment; aging cards.
Payment History (Payment Reports) 508-payment-history-loaded, 509-payment-history-prior-month
| Control | Options / meaning |
|---|---|
| Method tabs | Toggle Menu; All / Card / ACH / Cash / Check / Coupon |
| Transaction Date Range | Creation date in FieldRoutes Payments (shown 11/02-11/02/2026, then 10/01-10/31/2026) |
| Office Payment / Collection Payment | Either / Yes / No |
| Payment Statuses | All; Success; Failed; In Dispute; Disputed - Won; Disputed - Lost; Disputed - Closed; ACH Returned |
| Last 4 #s | Masked-method lookup |
| Card Types | Mastercard / Other (this account's list, not all supported cards) |
| Coupon Codes | Multi-select, empty |
| Payment Methods | Coupon / Cash / Check / Card / ACH (all selected) |
| Offices | Current office |
| Reversed Payments | Include Reversed Payments (default) / Exclude Reversed Payments |
| Disbursement | Any or None; narrows to payments in a chosen payout |
| Payment Origins | Manual; Customer Portal; Batch Process; Trigger; Collections; API; Import; Convenience Payment |
| Collections Agency Payments / Write Offs | Either / Yes / No |
| Include / Exclude Flags | Customer flags |
| Summary | Successful, Coupons, Cash, Check, Card, ACH, Total Collected, Gateway Fees, Net Collected |
| Columns | Customer ID, Customer, Transaction Date, Payment Method, Type, Status, Payment Amount, Fees, Net, Recorded By, Disbursement |
Payment detail 510-payment-history-detail-attempt, 511-failed-payment-actions
- Back; status banner; Transaction Status; Transaction Amount; Transaction Date; Payment Method; Cardholder Name; Billing Name; Recorded By; Customer Payment Notes; Status Detail; Transaction ID with copy control; Authorization Code; AVS Results; CVV Results; Payment Origin; Gateway.
- Flags (disabled in view): Office Payment, Collection Payment, Collections Agency Payment, Write Off.
- Applied To list; Distribution Details: Limit to Subscription, Limit to Customer, Apply to First (disabled).
- Actions: Update Payment, Email Receipt, Print. Customer shell: Close, Schedule, Transfer.
Add Payment forms 023-customer-add-payment to 028-payment-credit
| Method | Fields and buttons |
|---|---|
| Cash | Payment Amount, Confirm Amount, customer payment notes; Record Cash / Record Payment |
| Check | As Cash plus Check Number; Record Check |
| Card | Use Card On File / Single Use Card / Existing Transaction; amount, confirm amount, billing name and address, embedded card entry; Charge Single Card |
| ACH | Use Account On File / Existing Transaction; amount, confirm amount, date, transaction ID, notes; Record Existing |
| Coupon / Credit | Amount, confirm amount, Coupon Code, Description, notes; Record Coupon; Write Off flag |
| All | Distribution Details (customer, subscription, apply-to-first invoice); Payment Flags (office, collection, collections agency); Cancel Payment (not clicked) |
Payment Batches 507-payment-batches-revisited
- Tabs: Payment Batches / Prepayments (Prepayments not opened). Date, Batches selector, Refresh.
- Close Batch; Import Lockbox Batch; Choose a Customer / Search by Invoice (three more disabled, unlabeled textboxes); Method (Cash / Check); Amount / Confirm Amount; Payment Notes; Any Customers / Any Subscriptions / Any Invoices; Collections Agency Payment; Add; Cash(0) / Check(0) / Total(0); Finalize & Post Payments.
- Recorded Payments: Search, Export Excel (not run); columns Customer, Payment Method, Recorded By, Date Open, Date Closed, Office, Batch ID, Collections, Check #, Date Paid, Amount; totals Cash, Checks, CC, ACH, Coupons, Total.
Convenience Payments report 047-convenience-payments
- Date (future window), Payment Method Status (N/A / Successful / Soft Decline / Hard Decline / Soft or Hard Decline / Invalid/Missing), Included Subscriptions (all offerings selected), Refresh, Export to Excel, Send Message, Search, paging.
- Columns: Customer ID, Customer Name, Charge Date, Charge Amount, Subscriptions, Payment Method Status.
Manage Stored Cards 048-manage-stored-cards
- Expires: All / Already Expired / Expires This Month / Expires Next Three Months.
- Unused: All / Not Used This Month / Not Used Prior 3 Months / Not Used Prior 6 Months / Not Used Prior 1 Year / Never Used.
- Customer Status: All / Active / Frozen / Pending Cancel. Offices, Refresh, Export to CSV, Search, page size, select-all.
- Columns: Customer ID, Cardholder Name, Card, Token ID, Expires, Last Successful Transaction Date, Customer Status, AutoPay Card, Bill-To, Bank Update, Date Refreshed.
Disbursements 049-disbursements
- Date (11/01-11/02/2026), Offices, Refresh, Export to CSV.
Customer Card billing controls 452-customer-billing-populated, 453-customer-bill-to-selector, 435-populated-customer-overview, 440-populated-customer-invoices, 444-account-balance-summary
- Billing tab: billing name, company, address, phone, email; AutoPay (No Auto Pay shown); Collections Stage (Not Sent shown); include individual invoice numbers on consolidated invoices; auto-consolidate multiservice appointment invoices; Copy Billing Info; Assign New Billing Account (manual: changes the responsible customer / Default Bill To); Save Billing Info; Default Bill To / Select Bill To (Select Billing Account dialog: search, Select, Cancel); + Add Payment Method; + Convenience Payments.
- Subscription billing: Billing Account (SELF), Auto-pay Profile (Customer Default), Net Billing Days, Next Billing.
- Overview: Account Balance, A/R Turnover, prompts to collect the balance and offer AutoPay.
- Invoices tab: Account Summary / Account Balance Summary, Last Letter / Last Email, Email / Snail Mail / Print, Payments, + Add Payment. Invoice Actions include Credit Memo and Delete Invoice.
- Account Balance Summary: Actions, refresh, date range with presets (Today, Yesterday, This Week, Last Week, This Month, Last Month, This Year, Last Year, All History, Custom Range), This Account / Responsible For, Beginning / Ending Balance, columns Item, Account #, Description, Invoice Amount, Payment.
Office Billing Preferences (payment part) 220-office-billing-preferences-editor
| Control | Options / meaning |
|---|---|
| Default Net Billing Days | Office payment terms default |
| Customer Portal Max Payment Limit | Separate Residential and Commercial caps |
| Customer Portal Plan Display | Hide / details only / details plus 30/60/90/180-day prepay |
| Customer Portal Display Renewals | Hide / always / day window |
| Technician Tip | Portal tipping; only with FieldRoutes Payments |
| ACH Auto Returns | No system response / Automatic Reversal (restores unpaid balance; FieldRoutes Payments only) |
| PO Expiration Auto Freeze | No / freeze subscription (stops future services until reactivated) |
| Convenience Payments Receipts | Receipt delivery policy |
| Retry Soft Declines / Soft Decline Payment Hold Days | Toggle; default or 0-10 days |
| Soft Decline Threshold | 1-20, currently 3 (default); then hard decline; excludes listed legacy merchant integrations |
| Month Closing / Close Month | Closes an accounting period; not run |
Customer Communication (payment part) 281-customer-communication-preferences-editor, 285-communication-section-4-editor, 313-communication-section-32-editor
- Enable Online Payments; Email Payment Receipts; Send Recurring Billing Email; Show Invoice on Service Notification/Follow-up.
- Send Bad Payment Method Notifications: No / SMS / email / both.
- Portal Payment Method on Account: keeps at least one method on file.
- FieldRoutes Payments Language: editable authorization text, max 1600 characters including placeholders.
- Group 3 Account Statement Tear Sheet: No / Yes; the mailed version adds a return envelope and costs an extra $0.20 per statement (current No).
- Group 4 Accounts Receivable Hold Time: residential and commercial days (15 / 15).
- Group 9 Statement and Invoice Footer Text: contains finance-charge prose. That is template content, not a charge rule that ran.
- Groups 11-14 Service Plan Pre-Pay email and postal templates (new and renewal); groups 22, 23, 33 and 34 welcome and renewal SMS and voice templates, where the welcome ones have optional prepayment wording.
- Group 32 SalesRoutes and Customer Portal Auto Payment Message: authorization text above the AutoPay initials; standard text if blank.
Plan, fee and offer settings
- Service Plan: Net Billing Days / office default, Include in Convenience Payments, Prepay Discount, Send Recurring Billing Email, Email Payment Receipt 137-settings-service-plan-form.
- Add-ons include cancellation, late-payment, NSF and service fees and service discounts 144-settings-addons.
- Frequency Options type Convenience Payments 169-settings-frequency-options.
- Prepayment Discounts: Discount Name, Discount (no unit shown), Description (all required), Hidden/Visible 336-prepayment-discount-editor. Prepayment Letter Templates: Description, scope, visibility, Body, Closing, preview (Services section not customizable), placeholders including discount, offer date and expiry, portal prepayment link and upsell link.
- Renewal Notices variables include balances and separate bill-to information (Service agreements and renewals).
Trigger Rules (payment part) 230-trigger-rule-editor, 234-trigger-auto-payment, 546-trigger-placeholders-clear
- Shared: Description, office scope, Start / End Date, Active / Not Active.
- AR: Age/Past Due + Days; Minimum / Maximum Balance; Customer Status (Active / Frozen / Pending Cancel); Multi Unit; Include/Exclude Customer Flags, Divisions, Collections Stages; Prefers Paper; Property Type; Include Convenience Payments (exclude / only CP invoices).
- Auto Payment: Account Status (Active / Any / Frozen); Balance Age (buckets or Custom Age Range); AutoPay Type (ACH / card / any); Minimum Balance (required), Maximum Balance; Property Type; Include/Exclude Customer Flags.
- ACH Return; Chargeback (FieldRoutes Payments only).
- Actions: Create Invoices (Value Type fixed/percentage, Value, Service Type); Freeze Customers (reason, message); Place Subscription On Hold (reason, cancel pending appointments, notes); Set Collections Stage; Send Email (statement or new message, Ignore Contact Prefs) / SMS / Snail Mail (letter or statement) / Voice (Ignore Contact Prefs); Add Flags; Webhook.
- Placeholders (24): portal login link, portal URL, account number, customer ID and number, customer and billing name and address, email, total due, balance age, responsible balance, days past due.
Customer Search money filters and columns 415-customer-billing-account-filters, 427-billing-account-filters-lower, 422-customer-account-filters-lower, 424-subscription-filters-agreements-billing, 426-subscription-filters-lower
- Billing Account group: Balance Age, Account Balance, Responsible Balance Age, Responsible Balance, Max Monthly Charge (seven comparison operators each); Customer Auto Pay (N/A / No / Yes / Credit Card / ACH); Payment Profile Status (N/A / Valid / Invalid); Invoice Numbers; Invoice PO Numbers; Earliest Due Date; Payment Days Past Due; Year In Full; Customer Has Credit Card; Customer Has ACH; Has Active Convenience Payments Plan; Responsible Payer (N/A / Self / Other); Collections Stage (Not Sent / Pending / Sent).
- Customer Account group: Has Child Billing; Invalid Payment Method Flag; Switch Over Flag (meaning not given).
- Subscription group: Subscription Has Auto Pay; Subscription Bill To (Self / Other); Recurring Billing; Billing Frequency; Billing Date; Last Completed Paid.
- Output columns: Customer Auto Pay, Subscription Auto Pay, Payment Profile Type, Payment Profile Gateway, Payment Profile Last Four, Payment Profile Token, Monthly Plan, YIF; Account Balance, Responsible Balance, Subscription Balance, A/R Aging, Responsible A/R Aging, Days Past Due, Earliest Due Date, Max Monthly Charge, Last Service Balance; Collections Stage, Collections Update Date, Collections Updated By; Bill To Customer ID and Bill To billing identity and address fields.
- Sales Report extra columns: Balance, Aging, OverDue Status, Paid Year in Advance, Invalid Payment Method, Subscription Charges, Subscription Payments, Subscription Balance.
Permissions (Access Control Profiles) Technicians and licenses
- Transactions: View Transactions, Add Charges, Apply Payments, Edit Transactions, Refund Payments, Delete Invoices, Create Coupon, Negative Charges, Add/Edit Credit Memos, Complete appointment when period is locked.
- Billing: Assign Billing Account, View / Edit / Add Own Billing, View / Edit / Add Other Billing, Approve Forms, Create/Edit Convenience Payments.
- Reports: View and Edit/Actions, separately, for Autopay Balances, Accounts Receivable, Accounts with Credits, Payment History, Consolidated Invoices, Collections, Disbursements and Managed Stored Cards. Payment Batches has View Payment Batches, Edit/Actions Payment Batches, View Prepayments and Edit/Actions Prepayments. Also Freeze Accounts/Subscriptions and Send Message.
- Financial Reports: View Billing by Service Type, View Payments by Service Type, View Forecast Report, View Tech Collections, View Sales Collections, View AR Oversight Report.
- Dashboard widgets: Collections Percentage, Autopay Percentage, Receivables Aging, Payment Types, Frozen with Account, Recurring Billing, Debit Balance.
- Mobile: Override Payment & Agreement Schedule Requirements.
Payment reports 064-report-ar-oversight, 088-report-payments-service-type
| Report | Controls |
|---|---|
| AR Oversight | Saved-report controls (Show Saved Filters); Date; Offices; User Types; Employees; Customer ID; Locations; Objects; Actions; Include IP Address (default No); Refresh; Clear Filters; Export to Excel; limited to 25,000 logs. Columns: Date Created, Location/Object, Action Taken, Change, Customer ID, Related IDs, Office, Employee |
| Payments by Service Type | Saved-report controls (Show Saved Filters); Date; Group By (default Service Type) plus two sub-groups. The Group By list: Billing Frequency, City, County, Customer ID, Customer Name, Customer Source, Division, GL Account, Invoice, Invoice Type, Map Page, Month, Office, PO Number, Payment Date, Payment Type, Region, Sales Rep, Service Bundle, Service Category, Service Type, Service Type ID, State, Subscription Source, Technician, Year, Zip; Coupons (Include / Exclude / Only Coupons); As of Date (field Payment as of Date); Service Plans; Disbursement; Service Bundles; Advanced Filters; Refresh; Clear Filters; Export to Excel. Columns: Applied Payments before Tax, Tax Collected, Total Unapplied, Coupons, Cash, Checks, Visa/Master/Etc, Amex, ACH, Total Collected |
| Expiring Credit Cards | Start / End month; Customer Status (any / active / frozen); Offices; Refresh; Export to CSV; Send Messages |
| Failed Payment Methods | Customer ID; Last Four; Balance >=; Payment Method (all / credit card / ACH); Refresh; Export to CSV |
| Frozen Customers w/ Payment Accounts | Refresh; Export to CSV |
| Expiring Paid In Full | Refresh; Export to CSV; search; columns customer, subscription, phone, remaining prepayment, recurring price |
| Prepayments | Date Created; Expiration Date; Service Plans; Offices; Hide Filters; Refresh; Export to CSV; search |
| Sales Collections | Start / End Date; Include $0 Collected (default No); Refresh; Export to CSV |
| Tech Collections | Start / End Date; Include $0 Collected; Exclude Initial Appointments; Incl. $0 invoice/customer balances; Refresh; Export to CSV; Appointment Breakdown |
| Unpaid Initial | Start / End Date; Refresh; Export to CSV |
| Audit (two panels for this block) | Customers with cards on file but not on auto pay; Locked Periods Audit Log |
| Customers > Prepayments | Clear filters; Service Plan (required); Property Type (All / Residential Only / Commercial Only); Overdue Balances (required: Exclude Overdue Balances, Include Overdue Balances, Exclude 7+ / 10+ / 15+ / 30+ / 60+ / 90+ / 180+ Days Overdue); Save filter; Search |
| Sales Tax | Cash Hybrid method: revenue and tax count when cash is applied to an invoice, prepayments count only once invoiced, late payments count when received, coupon payments are excluded (cash, check, card and ACH are included). Points to Billing by Service Type or Payments by Service Type for accrual or cash views |
| Billing by Service Type (Invoicing and billing terms) | Payment as of Date; Revenue / Production value; Write Offs; collections summary |
AR Oversight's Objects filter covers AutoPay, AR, collections, payment batches, stored cards, invoices, trigger rules and more. Its Actions list includes exported, charged a batch, wrote off a balance, changed AutoPay, refunded a payment and edited trigger rules. These are audit filter names, not proof that each workflow was used. A vendor review says AR Oversight monitors more than 200 AR-related events; it is an audit log, not an aged-debt ledger 064-report-ar-oversight.
Dashboard payment measures (vendor help text, not checked against records)
- AutoPay Percentage: active customers split into Valid AutoPay, Invalid AutoPay (payment details missing or invalid) and Not on AutoPay 395-dashboard-metric-help-7.
- Receivables Aging: money owed by balance age; invoice balances under 30 days are current, everything else past due; also shows the balance of customers who prefer monthly billing; points to Billing > Accounts Receivable 396-dashboard-metric-help-8.
- Payment Types: revenue collected in the period by payment type, with card and ACH flagged as AutoPay opportunities; points to Payment History 397-dashboard-metric-help-9.
- Frozen w/ Stored Acct: count of frozen customers still storing a payment account 402-dashboard-metric-help-14.
- Debit Balance: total balance of active customers compared with revenue of the past 30 days, as a ratio that can exceed 100% 404-dashboard-metric-help-16.
- Recurring Billing: active recurring-billed subscriptions that paid their first bill, rated on the last paid invoice (Reporting and analytics).
- Collections % (Accrual): shows collected amount, total owed, sales and tax with date inputs; no help was captured, so its formula is unknown 386-dashboard-resumed.
What the research did not prove
- No financial action ran: no charge, Batch Charge, payment record, batch Add, Finalize & Post, Close Batch, lockbox import, refund, reversal, write-off, credit memo, collections submission or agency transfer, statement send, print or mail, receipt, export, stored-card change or saved report.
- No successful payment, allocation, settlement, month close, or bank or GL reconciliation was seen. The only opened payment had failed, and its error text is not a diagnosed cause. The open-batch card record was not created by the research.
- Empty results do not mean a feature is missing: AutoPay Balances (empty at the 0.05 minimum), Credits (zero rows), Convenience Payments (zero rows), Stored Cards (empty), Disbursements ("No data to display"), Expiring Paid In Full and Prepayments (zero entries). Expiring Credit Cards, Failed Payment Methods, Sales Collections, Tech Collections and Unpaid Initial had blank result areas. Frozen Customers w/ Payment Accounts was blank twice (491-frozen-payment-accounts-revisited) and stays unknown. Payments by Service Type was still loading.
- The early views 043-accounts-credits, 044-collections, 045-payment-history and 046-payment-batches are superseded by the loaded states. They are not module limits.
- The embedded card-entry area in 026-payment-card was blank, so working card entry is unverified.
- Unopened or unexplained controls: AutoPay Batch Charge and Update Actions, Credits and Collections Actions menus, the AR Toggle, the Payment Batches Prepayments tab, custom age range fields, three unlabeled batch textboxes, the batch-record green dot, and the Bank Update column.
- Unknown semantics: Prefers and Charging arithmetic; Max Over Collect units; how Max Monthly is enforced; the As Of Date calculation; the batch date filter basis; Office Payment; Switch Over flag; Year In Full rules; Not Set vs Not Sent; how On Hold applies to account vs subscription; AND/OR for flag filters; Collections % (Accrual), for which no help was captured.
- Retry algorithms, decline codes, dispute handling and payout timing are not proven. The Payrix cutoff and statuses are vendor release claims, not confirmed for this account.
- The account's processor, fees and entitlement are not established. The screen says "with Payrix" and the gateway says FieldRoutes Payments; the research did not assume every payment uses one path.
- Not tested: responsible-payer AR across several accounts, alternate payers, linked-property payments, partial payments and overpayments, multi-office allocation, convenience-plan catch-up charges, duplicate-payment controls, and non-US billing.
- Portal payment self-service, mobile collection on a device, and role enforcement of the payment permissions were not tested. Prepayments could not run because the Service Plan list was empty.
- Account Balance Summary was captured only with the Responsible For switch selected. Its table stayed empty for Today and for All History (01/01/1900 onward), which is expected unless another account names this customer as its payer. The This Account view was never shown, so the customer's own ledger was not demonstrated, and the empty table is not a sign that it is missing (444-account-balance-summary, 446-customer-historical-balance).
- Authorization, charging, settlement, reversal, refund and void are separate operations. Their manuals were not accessible, so none of them is described here from generic payment practice.
- The Billing tab manual excludes non-US billing addresses. The Card payment form itself shows a billing-address country list (Brazil, Canada, Germany, Guam, United Kingdom, United States, Virgin Islands; United States selected), and card entry happens in an embedded Payrix frame (payrixSingleChargeIFrame) that was blank in the capture. Neither proves non-US billing works (Observed 026-payment-card). The assessment treats this as the main conditional mismatch: a non-US billing need conflicts unless the vendor shows a supported alternative (assessment).
- Open acceptance questions from the assessment: supported billing countries, processor terms, payout timing, disputes and chargebacks, retry rules, payment-token portability, the accounting export or integration, month-end corrections and who may make them, closed-period corrections, delayed ZIP tax updates, PO-expiry interruption, and invoice-level vs responsible-balance automation scope. Each rule must be checked against the chosen processor (assessment).
- Indexed manuals whose bodies were not read are listed below. Do not infer their content from titles, for example "Prefers After" and "Will Charge".
Ideas for Our CRM
- Proposal: keep enrollment, stored method, method validity, scheduled charge, transaction outcome and payout as separate records and states, as the research recommends.
- Proposal: make the aging basis explicit and visible on every AR view: grouping, account vs invoice balance, and invoice date vs due date.
- Proposal: model the payer (Bill To / responsible party) separately from the serviced account, and state for each automation whether it acts per invoice or on the responsible payer's balance.
- Proposal: show the processor dependency next to any rule that only works with one processor (ACH return, chargeback, auto reversal, tips, soft-decline retry).
- Proposal: define Transaction Date, posting date and payout date as separate fields with in-page help, following FieldRoutes' tooltips.
- Proposal: require a review step before activating rules that create fees, charge, freeze or hold service, or override contact preferences. The research suggests this as an operating control, not a FieldRoutes feature.
- Proposal: build the acceptance test the assessment asks for: reconcile service charges, advance payments, partial payments, credits, refunds, failed ACH and card payments, taxes and consolidated invoices to the bank and the ledger.
Official FieldRoutes manuals
Read in the research (Documented):
- The Customer Card: Billing Tab (published 2026-05-21): US billing addresses only; responsibility at customer, subscription or invoice level; subscription AutoPay override; Max Monthly Charge as a rolling 30-day cap; a seven-day processing buffer on the preferred billing date; default collection stage "Not Set"; Assign New Billing Account vs Copy Billing Info; the merchant processor keeps card data (a vendor claim, not a security audit).
- Convenience Payments: Overview (updated 2026-08-27)
- Disbursement Report Reconciliation (updated 2026-06-02)
- Trigger Rules (updated 2026-10-28)
- The Customer Card: Properties Tab (Merge and Link) (updated 2025-12-16)
- Customer Portal: Overview (updated 2026-10-09): customers manage payments and stored sources; auto sign-in links expire after two weeks.
- The Customer Card: Overview (A/R Turnover definition)
Indexed in the official catalog, body not read:
- AutoPay Balances, Add Customer or Subscription to AutoPay, Prefers After, Will Charge, Max Monthly Charge
- Accounts With Credits, Collections Actions, Accounts Receivable
- Payment History, Payment Batches, Apply a Payment, Invoices Tab
- Convenience Payments Report, Credit Memo and Convenience Payment Access Controls
- Manage Stored Cards, Stored Card and Account Updater Improvements
- Disbursements Report, Merchant Portal Tips
Public vendor pages used for corroboration: Payment Processing product page (grouped payments, AutoPay, collection tools, portal payments, status reporting; not proof of this account's processor or fees), FieldRoutes Customers' Adjustments to the Economy (AutoPay rules, Convenience Payments), PestWorld 2022 announcement (disbursement data inside Operations Suite), 2024 Year in Review (AR Oversight tracks more than 200 AR events; prepayments for future Service Plan costs).
Research reports: billing findings, billing control inventory, assessment: billing, payments and accounting, assessment: automation, manual findings, dashboard financial metrics, Customer Search billing filters.
Screenshots kept in other blocks that also matter here 57
- 001-dashboard · Dashboard, first view (Reporting and analytics): The home dashboard gives the office a one-screen view of business health.
- 006-customer-billing · Customer Card, Billing tab (sparse customer) (Invoicing and billing terms): The Billing tab holds the billing contact and address (separate from the service address), billing phone/email and company, an AutoPay setting (No Auto Pay; tooltip: charges the full balance automatically), Collections Stage (Not Sent/Pending/Sent) and two invoice-consolidation checkboxes.
- 010-customer-invoices · Customer Card, Invoices tab (empty account) (Invoicing and billing terms): The Invoices tab shows the customer's Account Summary (balance and age, Last Letter and Last Email both None Sent), Email / Snail Mail / Print statement controls, a Payments area with + Add Payment, and side links to Account Balance Summary and + New Invoice.
- 053-sales-service-reports · Sales Service Report (Lead, sales and estimate): Tracks whether what sales reps sold actually got serviced and set up for payment.
- 073-report-commission · Commission report (Technicians and licenses): Calculates employee commissions.
- 087-report-prepayments · Prepayments (prepay offers) (Invoicing and billing terms): Tracks prepayment offers sent to customers.
- 094-report-sales-tax-old · Sales Tax (OLD) (Invoicing and billing terms): The older sales tax report, still in the menu next to the newer one.
- 095-report-sales-tax · Sales Tax (Invoicing and billing terms): The current sales tax report.
- 100-report-tech-collections · Tech Collections (Technicians and licenses): Shows payments collected by technicians at appointments.
- 137-settings-service-plan-form · New Service Plan form (Service agreements and renewals): Form for a service plan: contract length and signature, plan start/end dates, allowed additional services (blank allows all), commission percentages, billing frequency and billing start/end dates, net terms, convenience payments and prepay discount, billing emails and receipts, base and maximum discount, leaderboard inclusion.
- 144-settings-addons · Add-ons list (Service agreements and renewals): Catalog of add-on items attached to services or invoices.
- 169-settings-frequency-options · Frequency Options list (Service agreements and renewals): Typed list of reusable timing and count values: Auto-Schedule, Fill Routes Buffer, Initial Followup, Recurring Billing, Subscription, Renewal and Convenience Payments.
- 183-mobile-service-default-editor · Mobile Service defaults editor (Mobile app): Edit mode of the technician defaults: look-ahead/look-back days, block completion if balance (all, residential or commercial only), max over-collect, payment hold and monthly charge caps, push notifications, products required to complete, rescheduling, auto-apply of collected payments (needs Apply Payments permission), interior-serviced selection and equipment-scan confirmation.
- 204-billing-letter-templates · Billing Letter Templates list (Invoicing and billing terms): List of text blocks that are inserted into customer statements by days past due and payment-method status, e.g.
- 205-billing-letter-template-editor · New Billing Letter Template editor (Invoicing and billing terms): Form with minimum and maximum days past due, invalid payment method (No/Yes/Any, meaning the last card charge failed) and letter text with placeholders for billing name, last service date, balance age and days overdue.
- 220-office-billing-preferences-editor · Office billing preferences editor (Invoicing and billing terms): Billing policy: address position on documents, ZIP-based tax (rates update within 24 hours), default net days, tax-exempt states, manual invoice consolidation, portal payment caps for residential and commercial, portal renewal and plan display, technician tips, automatic reversal of failed ACH, freeze on PO expiry, convenience payment receipts and soft-decline retry, hold and threshold.
- 230-trigger-rule-editor · New trigger rule (AR type) (Integrations and API): Trigger form with description, scope, start/end dates, active state and one of 12 types (ACH Return, AR, Appointment Status, Auto Payment, Chargeback, Customer Status, QuickBooks, Reminders, Renewal, Subscription Due, Subscription PO, Subscription Status).
- 231-trigger-rule-action-editor · Trigger action chooser (Create Invoices) (Integrations and API): Action list for an AR trigger: add flags, create invoices, freeze customers, place subscription on hold, send email, SMS, mail or voice, set collections stage, webhook.
- 234-trigger-auto-payment · Trigger type: Auto Payment (Integrations and API): Filters for an automatic-payment trigger: account status, balance age bucket or custom range, AutoPay type (ACH, card, any), minimum and maximum balance, property type and flags.
- 235-trigger-ach-return · Trigger type: ACH Return (Integrations and API): Trigger for returned bank (ACH) payments.
- 236-trigger-chargeback · Trigger type: Chargeback (Integrations and API): Trigger for card chargebacks; also limited to FieldRoutes Payments per the page.
- 249-trigger-action-freeze · Trigger action: Freeze Customers (Integrations and API): Action that freezes the account with a cancellation reason and message.
- 251-trigger-action-collections-stage · Trigger action: Set Collections Stage (Integrations and API): Action that sets the account's collections stage to Not Sent, Pending or Sent.
- 263-deals · Deals setup (not enabled) (Lead, sales and estimate): Explains FieldRoutes Deals: online service packages where customers sign up for recurring service, with a card stored for monthly payments, an initial appointment and recurring visits scheduled, and a signed 12-month agreement.
- 281-customer-communication-preferences-editor · Customer Communication: general preferences editor (group 0) (Customer messages and marketing): Editor for the main defaults: Default SMS/Voice/Email, portal service cancellation, file uploads and auto-login links, online payments, payment receipts and recurring billing email, invoice on service notifications, attachments to follow-ups, bad payment method notifications, SMS auto-reply, follow-up email timing, voice confirmation and secretary, VoIP service, portal access and the FieldRoutes Payments authorization text (max 1600 characters).
- 285-communication-section-4-editor · Customer Communication: Accounts Receivable Hold Time (group 4) (Invoicing and billing terms): Communication settings editor for 'Accounts Receivable Hold Time', opened unchanged and cancelled.
- 292-communication-section-11-editor · Customer Communication: Service Plan Pre-Pay Email Template, New Subscriptions (group 11) (Customer messages and marketing): Communication settings editor for 'Service Plan Pre-Pay Email Template, New Subscriptions', opened unchanged and cancelled.
- 293-communication-section-12-editor · Customer Communication: Service Plan Pre-Pay Email Template, Renewals (group 12) (Customer messages and marketing): Communication settings editor for 'Service Plan Pre-Pay Email Template, Renewals', opened unchanged and cancelled.
- 294-communication-section-13-editor · Customer Communication: Service Plan Pre-Pay Snail Mail Template, New Subscriptions (group 13) (Customer messages and marketing): Communication settings editor for 'Service Plan Pre-Pay Snail Mail Template, New Subscriptions', opened unchanged and cancelled.
- 295-communication-section-14-editor · Customer Communication: Service Plan Pre-Pay Snail Mail Template, Renewals (group 14) (Customer messages and marketing): Communication settings editor for 'Service Plan Pre-Pay Snail Mail Template, Renewals', opened unchanged and cancelled.
- 335-prepayment-discounts · Prepayment Discounts list (Invoicing and billing terms): Dictionary of discounts offered for paying a service plan in advance.
- 336-prepayment-discount-editor · Prepayment Discount editor (new) (Invoicing and billing terms): Blank form with required Discount Name, Discount and Description and Hidden/Visible, with save/cancel.
- 380-knowledge-base-in-product · Knowledge Base inside FieldRoutes (FieldRoutes hub): The vendor help center embedded in the app: search, categories for Operations Suite, Mobile Apps and FieldRoutes Payments, add-on docs (Marketing Pro, Sales Pro, Fleet Pro), release notes, FAQs, webinars and role-based onboarding videos (system admin, office manager, CSR, technician).
- 386-dashboard-resumed · Dashboard after sign-in (Reporting and analytics): The full dashboard with populated metric cards after signing back in: customer and subscription counts, cancellations, monthly services, ratings, Collections % (Accrual), completion, stops per route, AutoPay %, receivables aging, payment types, rates, contract values, customer age, sources, frozen with stored account, recurring billing, debit balance, revenue by service and month, recurring annual revenue and square/linear-foot measurement cards.
- 395-dashboard-metric-help-7 · Dashboard help: AutoPay Percentage (Reporting and analytics): The help dialog for the dashboard's AutoPay Percentage card.
- 396-dashboard-metric-help-8 · Dashboard help: Receivables Aging (Reporting and analytics): The help dialog for the dashboard's Receivables Aging card.
- 397-dashboard-metric-help-9 · Dashboard help: Payment Types (Reporting and analytics): The help dialog for the dashboard's Payment Types card.
- 402-dashboard-metric-help-14 · Dashboard help: Frozen w/ Stored Acct (Reporting and analytics): The help dialog for the dashboard's Frozen w/ Stored Acct card.
- 404-dashboard-metric-help-16 · Dashboard help: Debit Balance (Reporting and analytics): The help dialog for the dashboard's Debit Balance card.
- 415-customer-billing-account-filters · Customer Search, Billing Account filters (top) (Customer account): The Billing Account group filters by money facts: balance age and account balance, responsible balance age and amount, max monthly charge, Customer Auto Pay (No/Yes/Card/ACH) and payment profile status.
- 422-customer-account-filters-lower · Customer Search, Customer Account filters (bottom) (Customer account): Bottom of the Customer Account filters: Invalid Payment Method flag, Switch Over flag, Signed Electronic Consent Agreement and a sales-tax % range.
- 424-subscription-filters-agreements-billing · Customer Search, Subscription filters (agreements and billing) (Customer account): Scroll position showing seasonal, agreement length (months), signed agreement, agreement sent/signed dates, subscription AutoPay, Subscription Bill To (Self/Other), follow-up service, recurring billing, billing frequency and billing date filters.
- 426-subscription-filters-lower · Customer Search, Subscription filters (bottom) (Customer account): Bottom of the Subscription filters: subscription last-completed date, Last Completed Paid, Sentricon Connected (a termite-monitoring integration flag) and Unit of Measure (square feet, linear feet, count).
- 427-billing-account-filters-lower · Customer Search, Billing Account filters (bottom) (Customer account): Lower part of the Billing Account filters: invoice numbers and invoice PO numbers, earliest due date, days past due, Year In Full, has credit card / has ACH on file, active convenience-payment plan, Responsible Payer (Self/Other) and Collections Stage (Not Sent/Pending/Sent).
- 435-populated-customer-overview · Customer Card, Overview tab (populated customer) (Customer account): Overview of a real customer with two active subscriptions: Customer Since, Account Age, service count labels, contract days remaining per subscription, last completed, next service due, recent re-services, account balance and A/R turnover, plus prompts to collect the balance, offer AutoPay and collect an email.
- 440-populated-customer-invoices · Customer Card, Invoices tab (populated) (Invoicing and billing terms): The Invoices tab for the populated customer lists one unpaid recurring-billing invoice with its initial and remaining balance and date.
- 441-existing-invoice-detail · Invoice detail (Invoicing and billing terms): Detail of an existing invoice: invoice date, due date, days to pay, appointment date (N/A, so this recurring invoice is not tied to a visit), service address, billing account, created by (System), PO number and notes.
- 442-existing-invoice-actions · Invoice detail, Actions menu (Invoicing and billing terms): The invoice's Actions menu offers Email Invoice, Print Invoice, Snail Mail Invoice, Delete Invoice and Credit Memo.
- 444-account-balance-summary · Customer Card, Account Balance Summary (Invoicing and billing terms): The Account Balance Summary is a customer ledger view: Actions and refresh, a date range (today only here), a This Account / Responsible For switch, beginning and ending balance ($120.00 each), and columns Item, Account #, Description, Invoice Amount and Payment.
- 445-account-summary-date-picker · Account Balance Summary, date picker (Invoicing and billing terms): The date-range picker for the ledger offers Today, Yesterday, This Week, Last Week, This Month, Last Month, This Year, Last Year, All History and Custom Range, with Apply and Cancel.
- 446-customer-historical-balance · Account Balance Summary, All History range (Invoicing and billing terms): The same ledger after choosing All History shows the range 01/01/1900 to 11/02/2026, still with Responsible For selected.
- 452-customer-billing-populated · Customer Card, Billing tab (populated) (Invoicing and billing terms): Billing Information for the populated customer: billing name, company, address, phone and email; AutoPay (No Auto Pay); Collections Stage (Not Sent); checked options to include invoice numbers on consolidated invoices and to auto-consolidate multi-service appointment invoices; Copy Billing Info, Assign New Billing Account, Save Billing Info; Default Bill To (the customer itself) and Additional Contacts.
- 453-customer-bill-to-selector · Billing tab, Select Bill To dialog (Invoicing and billing terms): Select Bill To opens a Select Billing Account dialog with a search box; its tooltip says the chosen account is responsible for paying invoices, and the Default Bill To applies to new invoices and subscriptions.
- 478-audit-locked-periods · Audit check: Locked periods audit log (Invoicing and billing terms): One of the 19 data-quality checks in the Audit report, selected on its own: it lists a log of locked accounting periods.
- 528-global-invoice-search-result · Global invoice search, result card (FieldRoutes hub): After pressing Enter, the invoice search shows one autocomplete result card with the customer, invoice number, amount due, address/contact and office.
- 531-global-invoice-autocomplete-result · Global invoice search, autocomplete result (FieldRoutes hub): The clearest view of the invoice autocomplete card: matching customer, invoice number, balance due and office, with keyboard navigation announced.
- 546-trigger-placeholders-clear · Trigger Rule placeholder catalog (AR trigger) (Integrations and API): The unsaved AR trigger rule with Show Placeholders expanded, listing all 24 message variables: portal login link, portal URL and account number, customer ID/number, customer and billing name and address, email, total due, balance age, responsible balance and days past due.
Research sections used for this page 113
The original research reports are kept unchanged in the archive. These are the sections that speak about this block:
- admin/controls.md › Service Plans and service rounds: Service Plans and their service rounds: contract lengths, plan/billing dates, commissions, billing frequency, prepay discount, discounts, round dates, wait/order/max-delay rules and per-round pricing; unsaved-changes confirmation.
- admin/controls.md › Mobile Default Settings: Mobile Default Settings for Sales and Service: scheduling prerequisites, default service types and source, look-ahead days, completion gates (balance, products, interior, equipment scan), payment collection rules, push notifications, rescheduling.
- admin/controls.md › Access Control Profiles: Access Control Profiles: shared role definitions and every permission group (admin, scheduling, users, tasks, transactions, account, subscriptions, sales, leads, billing, pricing, reports, financial reports, QuickBooks, dashboard widgets, area management, mobile); staff permissions go to technicians as no users block exists yet.
- admin/controls.md › Billing Letter Templates: Billing Letter Templates: conditional statement insert text by days past due and failed card, with placeholders and formatting.
- admin/controls.md › GL Accounts and Office Preferences: GL Accounts and office Preferences: contract defaults, default cancel reasons, scheduling/routing options, statement layout, ZIP tax, net days, invoice consolidation, portal payment limits/renewal/plan display/tips, ACH returns, PO auto-freeze, soft declines, red notes, commission basis, auto scheduling, leads, sales reps 2/3, 2FA, brand colors and month closing.
- admin/controls.md › Trigger Rules through QuickBooks type: Trigger Rules engine: trigger types (ACH return, AR, appointment status, auto payment, chargeback, customer status, QuickBooks...), their filters, AR action list (flags, invoices, freeze, hold, email/SMS/mail/voice, collections stage, webhook) and placeholders.
- admin/controls.md › Trigger action editors: Trigger action editors: email, SMS, voice, mail letter/statement, add flags, freeze account, subscription hold, collections stage and webhook (method, URL, headers, JSON body).
- admin/controls.md › Customer Communication: general preferences and delivery: Customer Communication general preferences (default channels, portal options, payment emails, follow-up timing, voice/VoIP, payments language) and delivery windows, rate limits and blocked days.
- admin/controls.md › Named map of communication groups2–34: Named map of communication groups 2-34: answering machine detection, statement tear sheet, AR hold time, reminder and auto-reply SMS, invoice footers, prepay templates, e-consent, signature email/SMS, follow-up emails, caution statements, welcome/renewal SMS and voice, reviews, portal signing messages, auto-payment text.
- admin/controls.md › Prepayment Discounts and Prepayment Letter Templates: Prepayment Discounts and Prepayment Letter Templates with body/closing, preview and prepay placeholders including portal payment links.
- admin/findings.md › Service Plans: ordered multi-round programs: Service Plans are ordered multi-round programs with billing bounds and round rules (locked start date, wait, dependency, max delay); unsaved-changes dialog.
- admin/findings.md › Add-ons: invoice/service supplements, including fees and discounts: Add-ons include fees (cancellation, late, NSF) and discounts as well as extra services; editor fields.
- admin/findings.md › Discounts, equipment types, and frequency options: Discount definitions, Equipment Types (required to complete, barcode, bait, products) and typed Frequency Options covering several timing policies.
- admin/findings.md › Mobile policies and en-route notifications: Mobile Sales and Service default policies, and the On My Way / Live Technician View notification with disabled controls of unknown cause; Competitors.
- admin/findings.md › Billing letters: conditional statement content, not a generic email editor: Billing Letter Templates insert past-due/invalid-payment text into statements, with placeholders and 2000-character limit.
- admin/findings.md › Office Preferences: routing, financial behavior, and security policy: GL Accounts and Office Preferences: contract defaults, routing options, billing/tax/portal/ACH/soft-decline policy, other options (leads, sales reps, auto scheduling), two-factor policy, colors and month closing.
- admin/findings.md › Trigger Rules: event/filter/action automation with processor limits: Trigger Rules engine: 12 event types, AR filters, action list (flags, invoices, freeze, hold, email/SMS/mail/voice, collections, webhook), placeholders, Appointment/Auto Payment/ACH/Chargeback/Customer/QuickBooks events.
- admin/findings.md › Remaining trigger events and action-specific receivables scope: Reminders, Renewal, Subscription Due/PO/Status triggers; action-specific balance scope; communication, hold, collections and webhook action editors.
- admin/findings.md › Customer Communication: 35 independent edit groups: Customer Communication's 35 edit groups: channel defaults, portal and payment options, delivery windows and rate caps, A/R hold periods, reminders, footers, consent text, review links.
- admin/findings.md › Prepayment and renewal content: Prepayment Discounts, Prepayment Letter Templates with portal prepay link, and Renewal Notices.
- assessment.md › Fit conclusion and confidence: Overall fit verdict: credible conditional candidate for US pest/service work; key mismatch is non-US billing; per-business-angle confidence table (customer, commercial, service design, scheduling, field, sales, comms, billing, reporting, permissions, automation, integrations, mobile/portal, workforce).
- assessment.md › 3. Multiple properties and billing relationships: Multiple properties and payer: linked properties stay separate accounts with own balances, Default Bill To / billing account, Structure Templates, merge is irreversible; AR Freeze action reaches subscriptions of accounts the payer is responsible for.
- assessment.md › 9. Billing, payments and accounting: Billing and payments: AutoPay, AR, credits, collections, batches, convenience payments, stored cards, disbursements, GL accounts, sales tax, billing preferences, US-only billing addresses, Payrix reconciliation; FieldRoutes' own subscription/usage billing is a separate surface.
- assessment.md › 16. Automation and exception handling: Automation: Trigger Rules event types, filters and actions (invoice creation, messages, freeze, hold, collections stage, webhook), invoice-level vs responsible-payer scope, processor limits, manual warnings on backdated fees and overnight reminders.
- assessment.md › Decision evidence still required: Acceptance scenarios still needed before fit is accepted: residential, commercial multi-property, plans/bundles, dispatch, technician execution, financial close, communications, reporting, security, compensation, automation, integration/exit.
- billing/controls.md › Billing control inventory: Intro: billing control inventory from 040-049, 504-513; no financial action executed.
- billing/controls.md › Billing navigation and shared report controls: Billing submenu purposes, shared report controls and saved-report controls.
- billing/controls.md › Common account, preference and aging filters: Common account, AutoPay, aging, payment-due, days-overdue, paper/email, max monthly, collection stage and flag filters with options.
- billing/controls.md › AutoPay Balances: AutoPay Balances controls and columns, Batch Charge and Update Actions; empty result.
- billing/controls.md › Accounts Receivable: Accounts Receivable controls: grouping, aging basis, convenience invoices, statement/message actions, communication columns and aging cards.
- billing/controls.md › Accounts With Credits: Accounts With Credits controls: credit type, responsible vs originating customer, totals; zero rows.
- billing/controls.md › Collections: Collections controls: stage, hold, balance, columns, selection and Actions; 30 rows.
- billing/controls.md › Payment History / Payment Reports: Payment History filters (statuses, methods, origins, reversals, disbursement), summary totals, columns and disbursement tooltip states.
- billing/controls.md › Opened failed-payment detail and menu: Opened failed card payment detail fields and its Actions menu (update, email receipt, print).
- billing/controls.md › Payment Batches: Payment Batches controls: close, lockbox import, payment entry, allocation, agency flag, finalize and recorded payments.
- billing/controls.md › Convenience Payments Report: Convenience Payments report controls and columns; zero rows.
- billing/controls.md › Manage Stored Cards: Manage Stored Cards filters and columns; empty table.
- billing/controls.md › Disbursements: Disbursements report controls; no data.
- billing/findings.md › Billing findings: Intro: read-only billing assessment; later loaded states supersede early ones; no financial action.
- billing/findings.md › Coverage and loaded-state corrections: Best captured state per billing page and the note that 510 is a real opened payment detail.
- billing/findings.md › AutoPay Balances: collection readiness, not payment success: AutoPay Balances shows collection readiness, not successful payments.
- billing/findings.md › Receivables: payer grouping and aging are explicit configuration choices: Receivables grouping and aging choices, convenience-invoice inclusion, loaded rows/cards and statement actions menu.
- billing/findings.md › Credits are distinct from receivables and prepayments: Credits and prepayments are separate from receivables; responsible vs originating account.
- billing/findings.md › Collections is a review/action surface, not proof of agency placement: Collections is a review list; no agency placement or communication shown.
- billing/findings.md › Payment History: transaction creation date differs from settlement: Payment History: transaction date means creation in FieldRoutes Payments; prior month shows one failed payment; disbursement states.
- billing/findings.md › Existing failed-payment detail actually opened: The opened failed-payment detail, its displayed failure text and actions menu; checkout released.
- billing/findings.md › Payment Batches: entry, allocation, posting and recorded history are separate: Payment Batches separates entry, allocation, posting and recorded history.
- billing/findings.md › Convenience Payments, stored sources and disbursements: Convenience Payments, stored cards and disbursements findings, with vendor Payrix payout rules.
- billing/findings.md › Software-fit implications and unresolved evidence: Fit implications: max monthly charge, payer responsibility, AutoPay overrides, stage naming, and reconciliation still needed.
- billing/findings.md › Verified lower-content supplements: Supplements for 510, 537, 538 resolve earlier visual cutoffs.
- coverage-gaps.md › Verified observations: Verified-observation table by area: app breadth, customer operations, search/reports, scheduling/routing, billing, reporting, output layouts (invoice, WDO, State Chemical), sales, global/admin, sources.
- coverage-gaps.md › Screenshot and state corrections now closed: Screenshot corrections closed: report recaptures, payment/aging details, recaptures 539-547 (service plans, service type, condition type/target area/issue, trigger placeholders, department), edge states 556-558.
- coverage-gaps.md › Acceptance checklist and available follow-up states: Acceptance/follow-up checklist of unverified items: report filters, linked properties, mobile and portal runtime, roles/2FA, scheduling enforcement, financial and automation outcomes, integrations/migration, business requirements.
- customer-populated-controls.md › Customer Card and Overview: Customer Card header and Overview tab controls: 12 tabs, checkout banner, customer since, account age, service counts, contract remaining, next service, balance, A/R turnover, prompts, Save/Close/Schedule/Transfer.
- customer-populated-controls.md › Subscription Billing Options: Subscription billing options: billing account, AutoPay profile, net days, initial invoice timing, billing frequency choices, billing tooltip on charge vs production, next billing date.
- customer-populated-controls.md › Invoice list and Account Summary: Invoices tab list and Account Summary: new invoice, invoice row, last letter/email, Email/Snail Mail/Print, payments and Add Payment.
- customer-populated-controls.md › Invoice detail and Actions: Invoice detail and Actions: dates and days to pay, no appointment date, billing account, line items, taxable, production formula, totals, Email/Print/Snail Mail/Delete/Credit Memo.
- customer-populated-controls.md › Account Balance Summary and date picker: Account Balance Summary and date picker: This Account/Responsible For, beginning/ending balances, ledger columns, preset ranges; no transaction rows shown.
- customer-populated-controls.md › Billing Information and default payer: Billing information and default payer: billing contact and address, AutoPay, collections stage, consolidation options, copy billing, assign new billing account, Default Bill To and Select Billing Account dialog.
- customer-populated-findings.md › Opening a customer creates an exclusive checkout: Opening a Customer Card locks it for other users (checkout) until closed; Overview metrics explained; Transfer hands the card to another user, not ownership.
- customer-populated-findings.md › A recurring-billing invoice can exist without an appointment date: An unpaid recurring-billing invoice exists without an appointment date; production formula on invoice; invoice actions; print preview actually renders.
- customer-populated-findings.md › Account Balance Summary separates account transactions and responsibility: Account Balance Summary separates own account vs responsible-for view; date presets; no ledger rows even for All History.
- customer-populated-findings.md › Billing contact, default payer and invoice consolidation are distinct: Billing contact, Default Bill To payer and invoice consolidation are distinct; manual says responsibility can be set per customer/subscription/invoice and subscription AutoPay overrides default; additional contact editor.
- customer-reporting.md › Customer reporting pages and controls: Intro: captures 455-460 cover Email Dashboard, Sales Report, Audit Sales and Prepayments; nothing exported or sent.
- customer-reporting.md › Additional Columns catalog: Sales Report optional Additional Columns catalog: contact, cadence, add-ons, discounts, balances/aging, cancellation, agreement signature, flags, rep and route data, subscription financials, source.
- customer-reporting.md › Prepayments: service-plan prerequisite has no available choices: Prepayments page: offer to pay ahead for a service plan; required plan list empty, property type and overdue filters, empty customer table with Mail/Email columns.
- customer-reporting.md › Evidence limits for business fit: Evidence limits: Email Dashboard and Sales Report have output; Audit Sales and Prepayments do not; formulas, exports and eligibility unverified.
- customer-search.md › Customer Account: Customer Account filters: account status, cancel date, subscriptions/appointments/linked properties/child billing, names, account and unit type, email, division, source, flags, payment and consent flags, tax; flags need List By Customer.
- customer-search.md › Subscription: Subscription filters: active/hold/recurring, cancel and other dates, sold by, preferred tech, route region, prices, frequency, agreement and signature, AutoPay, bill-to, billing frequency, source, service types, flags, last completed paid, Sentricon, unit of measure.
- customer-search.md › Billing Account: Billing Account filters: balances and aging (own and responsible), max monthly charge, AutoPay, payment profile, invoice numbers, due/past due, card/ACH on file, convenience plan, responsible payer, collections stage.
- customer-search.md › Columns and List By: Columns and List By (Customer/Subscription/Service Round); Run Report attempt left output unchanged; full output column catalog grouped by business meaning.
- dashboard.md › Financial metrics: Financial metrics: collections %, receivables aging, payment types, frozen with stored account, recurring billing, debit balance, revenue by service/month, recurring annual revenue, with their bases and limits.
- domain-model.md › Money, communication and administration: Money, communication and admin concepts: AR/credits/prepayments, AutoPay, convenience payments, disbursements, FieldRoutes' own usage billing (hub), contract/form templates, trigger rules, access control profiles (users/permissions, no separate block), source/flag/reason/status; Marketing Pro and SalesRoutes not enabled.
- evidence-quality.md › Corrections verified: Corrections table: which later captures supersede loading/clipped ones (form selector 451, maps 522-526, billing/report reloads, aging 537-538, settings recaptures 540-547, communication details, customer filters, subscription billing, Job Pool 556, Recommended Routes 557, reinstatement 558, invoice 443).
- evidence-quality.md › Remaining rendering and coverage limits: Remaining rendering limits by capture: dilution calculator, global search 532, card entry 026/360, Composite Stat, Tasks, contract template, communication templates, employee photos, alerts/KB, session 384-385, dashboard, customer report controls, subscription, State Chemical 501-503.
- final-evidence-review.md › Findings corrected: Corrected findings: populated customer, superseded blank reports, 19 audit panels, card/payment/aging clipping, card-entry blank, own-user permission tabs, global autocomplete, failed payment text, capability vs outcome.
- final-evidence-review.md › Business-fit conclusion: Business-fit conclusion: conditional fit; acceptance conditions are non-US billing, separate linked-property payments, payment-plan compatibility, Fill Routes cost/time zones, shared access profiles, automation scope.
- report.md › Start with the conclusions: Headline distinctions: customer/subscription/appointment/invoice/payment are separate records; service vs invoice frequency; Service Type vs Plan vs Bundle, skip vs opt-out; linked properties keep own balances; revenue vs production vs contract value; checkout and Transfer; configuration is not outcome.
- reporting/controls.md › 064-report-ar-oversight — AR Oversight Report: Observed controls for AR Oversight Report (billing activity audit log) (064): An audit log of who did what in billing and accounts receivable.
- reporting/controls.md › 065-report-audit — Audit: Audit report controls: date range, Refresh, CSV and the 19 data-quality check tabs with their counts, plus the stated purpose (common data-entry mistakes).
- reporting/controls.md › 073-report-commission — Commission: Observed controls for Commission report (073): Calculates employee commissions.
- reporting/controls.md › 078-report-expiring-paid-in-full — Expiring Paid In Full: Observed controls for Expiring Paid In Full (078): Lists customers flagged as having paid a year in full whose prepaid period is running out, so the office can follow up.
- reporting/controls.md › 079-report-expiring-cards — Expiring Credit Cards: Observed controls for Expiring Credit Cards (079): Finds stored credit cards that expire between a start and end month, filtered by customer status (any, active, frozen) and office.
- reporting/controls.md › 082-report-failed-payment-methods — Failed Payment Methods: Observed controls for Failed Payment Methods (082): Finds customers whose stored payment method failed.
- reporting/controls.md › 083-report-frozen-customers — Frozen Customers w/ Payment Accounts: Observed controls for Frozen Customers with Payment Accounts (083): Meant to list frozen (inactive) customers who still have stored payment accounts.
- reporting/controls.md › 087-report-prepayments — Prepayments: Observed controls for Prepayments (prepay offers) (087): Tracks prepayment offers sent to customers.
- reporting/controls.md › 088-report-payments-service-type — Payments by Service Type: Observed controls for Payments by Service Type (088): Summarises payments received for a date, grouped by service type by default with up to two sub-groups (choices include billing frequency, city, county, customer source, division, GL account, invoice, month, office, payment date, payment type, region, sales rep, service bundle, technician, year, zip).
- reporting/controls.md › 094-report-sales-tax-old — Sales Tax (OLD): Observed controls for Sales Tax (OLD) (094): The older sales tax report, still in the menu next to the newer one.
- reporting/controls.md › 095-report-sales-tax — Sales Tax: Observed controls for Sales Tax (095): The current sales tax report.
- reporting/controls.md › 096-report-sales-collections — Sales Collections: Observed controls for Sales Collections (096): Shows collections for a date range, with an option to include $0 collected (default No), Refresh and Export to CSV.
- reporting/controls.md › 100-report-tech-collections — Tech Collections: Observed controls for Tech Collections (100): Shows payments collected by technicians at appointments.
- reporting/controls.md › 103-report-unpaid-initial — Unpaid Initial: Observed controls for Unpaid Initial (103): Lists initial (first) services that have not been paid, for a start/end date range, with Refresh and Export to CSV.
- reporting/controls.md › 476-audit-cards-without-autopay — Audit: Customers with cards on file but not on auto pay: Observed controls for Audit check: Cards on file but not on AutoPay (476): One of the 19 data-quality checks in the Audit report, selected on its own: it lists customers with a stored card who are not on AutoPay.
- reporting/controls.md › 478-audit-locked-periods — Audit: Locked Periods Audit Log: Observed controls for Audit check: Locked periods audit log (478): One of the 19 data-quality checks in the Audit report, selected on its own: it lists a log of locked accounting periods.
- reporting/controls.md › 491: Frozen Customers w/ Payment Accounts: Frozen Customers with Payment Accounts (491): Refresh/CSV only, blank body.
- reporting/findings.md › What is directly observed: Per-capture table of every Reporting page (six categories, 44 Office reports, Inventory, Locations, Technician/Office Stats, Form Lookup) with visible controls and what is unverified; notes which blanks were later resolved.
- reporting/findings.md › Audit panel review: captures 065 and 461–478: All 19 Audit data-quality panels with counts and columns (42 subscriptions without initial, 4 bad geocodes, 8 multiple subscriptions); counts are potential errors, date filter semantics unverified.
- reporting/findings.md › Later Reporting states: 486–503: Later states 486-503: Forecast table headings only, Billing chart, WDO options/document view, Customer Restore rows, Frozen blank, Technician/Office Stats cards and tables, Distribute Inventory, four State Chemical formats with limits.
- reporting/findings.md › Facts that change interpretation: Interpretation facts: how Average Contract Rates, Time On Site, Audit, AR Oversight, Billing/Line Items, Retention, Commission, Sales Tax, Inventory, State Chemical, Technician Stats, Locations and Form Lookup define their numbers.
- reporting/findings.md › Business-fit implications: Business-fit: broad report catalog, need explicit metric definitions, saved report presets, separate data-quality audit vs action tracing; empty data limits conclusions.
- reporting/findings.md › Known remaining coverage and limits: Remaining gaps: indeterminate states, unopened advanced filters, untested exports, state chemical acceptance, inventory, locations, technician formulas, form actions, mutation boundaries, role scope.
- sales/findings.md › Fit implications and remaining evidence: Fit gaps: trace sales to service, payments and commissions; formulas and attribution unverified.
- sources/manual-verification.md › Prioritized handoff queue: Prioritised queue of 20 indexed manuals (customer card, properties, subscriptions, billing tab, Job Pool, Fill Routes, Intelligent Routing, Service Plan report, convenience payments, disbursements, trigger rules, access profiles, 2FA, technician stats, portal, contracts vs forms) with official URLs.
- sources/official-manual-findings.md › The Customer Card: Properties Tab (Merge and Link): Properties tab manual: each linked site keeps its own card, billing and documents; master portal account can pay children; payments stay per property; merge is permanent.
- sources/official-manual-findings.md › The Customer Card: Billing Tab: Billing tab manual: US billing addresses only; responsibility at customer/subscription/invoice level; subscription AutoPay overrides default; processor holds card data.
- sources/official-manual-findings.md › Convenience Payments: Overview: Convenience Payments manual: advance AutoPay funding; conflicts with Renewal Billing and consolidated invoices; catch-up charges; payer change needs plan removal.
- sources/official-manual-findings.md › Trigger Rules: Trigger Rules manual: backdated AR fees, overnight reminders, blank filters mean all, Subscription Hold, silent webhook JSON failure, conflicting freeze wording.
- sources/official-manual-findings.md › Customer Portal: Overview: Customer Portal manual: auto-sign-in email links expire in two weeks, fixed usernames, self-service contact/payments, master/child property access, review prompt.
- sources/official-manual-findings.md › Disbursement Report Reconciliation: Disbursement Report Reconciliation manual: Payrix 9:30 PM ET cutoff, fee separation, settlement statuses; vendor release claim only.
- sources/official-source-checks.md › Corroborated business meaning: Public-source corroboration table: customer card, Conditions, Equipment as site devices, Properties, Service Type vs Plan, prospect/lead/customer, grouping/optimise/assign, Fill Routes, Job Pool map, AutoPay, Convenience Payments, Forecast and cancellation reports, payments, disbursements, AR Oversight, prepayments/bundles, condition codes and appointment notes.
- sources/official-source-checks.md › Direct manuals for the observed account surfaces: Indexed manual links per account surface (customer card tabs, subscriptions, billing, notes/communication, documents, appointments, invoices, properties, conditions, equipment, admin tab, Job Pool, routes, plans, AutoPay, credits/collections, batches, convenience payments, stored cards, disbursements); indexed only, not read.
- sources/official-source-checks.md › Important unresolved distinctions: Unresolved: customer-record checkout has no public explanation and is not appointment check-out; Service Type vs Plan details; payment authorise/settle/refund/void are separate.
- user-management.md › Access Control permission-name inventory: Full list of the 200 permission checkbox labels by group (admin, scheduling, users, transactions, account, subscriptions, sales, leads, billing, pricing, reports, widgets, area management, mobile).