Billing: Only charge late fees to active/suspended accounts
Admin Level - Financial Admin Full Access
By default, SwimOffice charges late fees to ALL accounts with an outstanding balance, including canceled/hidden ones. Our reasoning is that they still owe the money and should continue to accrue late fees until they pay it, regardless of their account status. If they are long gone and will likely never pay their balance, we encourage you to create a credit in their account against the outstanding items to reduce their balance to zero so you can write off what they owed.
For teams who do not want non-active accounts (or at least canceled/hidden accounts) to continue accruing late fees, we offer a way to accomplish that.
- Go to Billing Setup.
- Chameleon users: In the side menu click Billing Admin > Billing Setup.
- New CMS users: In the side menu click Business Tools > Billing Setup.
- Scroll down to Due Date and Late Fee Charge Set-up.
- Next to Limit late fees to only accounts that are, check the Active and/or Suspended checkboxes.
- Click Save Changes.
Now late fees will only be generated for accounts with the statuses you selected.