SIXIS BUSINESS
OPERATIONS Discover SIXIS SOLUTIONS

Invoice → Payment.Know whereeach payment stands.

Issuing an invoice does not mean receiving payment. SIXIS organises the steps from issue to due date and payment confirmation, so the team knows what is paid, what needs follow-up and what needs a conversation.

Issuing an invoice does not mean receiving payment. SIXIS organises the steps from issue to due date and payment confirmation, so the team knows what is paid, what needs follow-up and what needs a conversation.

Tell us how you track payments See how we work

Where it is lost
clarity.

Tracking receipts becomes difficult when billing, payment confirmation, and customer relationship are kept in separate records.

  1. The balance does not tell the whole story.

    A customer may have several invoices, a partial payment or an amount paid without a clear reference. The team sees a difference, but doesn't know which document explains it and who to ask.

  2. Returns depend on one's memory.

    Deadlines are checked from time to time and discussions are kept in emails. The same company receives two requests or an outstanding invoice remains without a responsible person and without a next step.

  3. A lack of clarity is treated as a simple delay.

    The customer is waiting for the correction of an invoice, the confirmation of a work or the clarification of an amount. Without this information, the team continues to request payment, although the cause of the blockage must be resolved first.

From the issued document
at confirmed payment.

We separate due invoices, payments to be verified and situations that require commercial or accounting clarification.

We can start with an invoice type or a customer group. Accounting rules and payment terms are validated by your company and authorized persons.

The SIXIS collaboration model

  1. We establish the reference record.

    We check where invoices, due dates and payments are recorded and how often the information is updated. We identify the documents that need to be matched and who can confirm that a payment has been correctly allocated to an invoice.

    From you The records used and the person who validates the accounting statement.

  2. We define the states of an invoice.

    Set out how to distinguish between a non-due invoice, an overdue invoice, a partial payment and an amount under verification. We note invoices that are disputed or that require corrections separately, so as not to treat them with the same return rule.

    From you Agreed terms, examples of differences and approved rules of verification.

  3. We organize payment verification.

    We establish the frequency of verification, the person in charge and the information necessary to associate the payment with the document. When an amount cannot be identified, it remains to be clarified. Customer confirmation and receipt confirmation in the company's records are handled separately.

    From you Sources available for payments and current mode of confirmation.

  4. We prepare discussions and exceptions.

    We agree who contacts the customer, what information they communicate, and how they record a promised term or a lack of clarity. We suspend inappropriate follow-ups until a disputed invoice is resolved. Negotiation, corrections and other sensitive decisions remain with the designated persons.

    From you Limits of communication, authorized persons and relevant business conditions.

  5. We pursue closure of situations.

    We check invoices without a next step, expired payment promises and unresolved differences. We report outstanding amounts and those awaiting clarification separately. We adjust the process if information arrives late or responsibilities are not met.

    From you Resolution confirmations and decisions on cases requiring escalation.

A WORKING EXAMPLE

A payment for
several works.

A maintenance company invoices the interventions performed monthly. A customer pays a single amount for several invoices, and for another job requests document verification.

The amount appears in the records.
The designated person checks the references and confirms which invoices cover the payment. If information is missing, ask for clarification. Invoices are not marked as paid just because the total amount seems close.
An invoice is disputed.
The reason is recorded and sent to the colleague who can check the work. Regular payment requests for that invoice are stopped until cleared, without hiding the other amounts owed.
The situation is updated.
After confirming the allocation and resolving the ambiguity, the record shows what has been collected and what remains to be tracked. The following discussion starts from a verified situation accessible to the team.

RELATED CAPABILITIES

What supports
tracking of receipts.

A clear process can be supported by alerts and data exchange, once verification rules and responsibilities have been established.

Questions about
bills and payments.

What we can organize in practice, what must be checked in the company and where an authorized decision is needed.

Does SIXIS keep the accounts or just organize the tracking of payments?

This capability concerns the tracking process: information, statuses, checks, responsibilities and communication. Accounting records, tax treatment and document correction are validated by authorized persons in the company or by the accountant. We explicitly define what we can do within the collaboration.

Can we start if we work in several files?

Yes, if we can identify a verifiable record of invoices and payments. We determine who updates it and how differences between files are resolved. Changing the system or integrating it with other applications is assessed separately based on access and compatibility.

How are partial payments treated?

We keep the invoiced amount, the amount confirmed as collected and the remaining to be tracked. We also check the possible terms of payment in installments. A partial payment does not automatically close the invoice and the return to the customer is related to the confirmed balance and term.

Do you automatically send payment requests to all customers?

First we determine which situations permit a return and which cases require human verification. Disputed invoices, pending corrections and unallocated payments need separate treatment. Message automation can only be added for approved rules and communications.

What do we do if a customer says he paid?

We record the information and transmit it to the person who can verify the receipt. We stop the messages that would create confusion while the verification is done, according to the agreed rule. The customer's verbal confirmation does not replace the verification and allocation of payment in the company's records.

Can you guarantee that we will collect outstanding invoices?

No. A clearer process helps the team track cases on time and reduce omissions, but payment depends on the client and contractual terms. Negotiation of disputes or legal recovery of claims are not included in the organization of this process.

What information must we prepare?

We need examples of invoices, payment terms, payment records and some cases that have created difficulties. Not all data is required from the start. We determine appropriate access and who validates balances, corrections and customer communication.

How do we assess whether the process is working better?

We monitor whether each open invoice has a verified status and a next step, whether differences are clarified and whether follow-ups occur on time. We also compare the age of arrears, using the same definitions and periods. We interpret the results together with the commercial context.

Where it is blocked
payment tracking?

Show us how you see open invoices today and who checks the receipts. We start from the situations that require the most time for clarification.

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