This article applies to Aiwyn Practice only. If your firm uses Aiwyn Payments with a separate practice management (PM) system, your late fees are calculated in that PM system and imported into Aiwyn, and this screen doesn't control them.
Set up automatic late fees so Aiwyn Practice charges overdue invoices on your firm's terms, without anyone posting the fees by hand.
Before you start
- You need permission to edit late fee settings
- Decide your policy: when fees start, whether each fee is a fixed amount or a percentage, and which clients are charged. How late fees are calculated explains how each choice plays out.
- If you plan to charge only some clients, those clients must already exist in Aiwyn.
- Whether clients can remove a late fee when they pay isn't set on this screen. To require clients to pay late fees, contact your Delivery Lead (if you’re in implementation) or Aiwyn Support (if you’re already live).
Steps
- In the left sidebar, select Settings.
- Under Billing, select Late Fees.
- Under Late fee generation, select the Automatically generate late fees checkbox.
- Under Grace period, select Charge immediately or Wait before charging. If you select Wait before charging, follow Set a grace period below.
- Under Late fee amount, select Fixed fee or Percentage, then follow Charge a fixed fee or Charge a percentage below.
- Under Affected clients, select All clients or Some clients. If you select Some clients, follow Choose which clients are charged below.
- Select Save Changes.
Before you save, you can select Discard Changes to go back to your last saved settings.
Set a grace period
- Select Wait before charging.
- Enter how many periods to wait after the invoice is overdue.
- Choose Weeks or Months.
You can't save Wait before charging without a grace period.
Charge a fixed fee
- Select Fixed fee.
- Enter the dollar amount to charge.
- Choose whether the fee repeats every week or every month.
You can't save a fixed fee without an amount.
Charge a percentage
- Select Percentage.
- Enter the percentage of the total overdue invoice.
- Choose whether the fee repeats every week or every month.
You can't save a percentage fee without a percentage. Switching between Fixed fee and Percentage clears the values for the method you're leaving.
Choose which clients are charged
- Select Some clients.
- Select the option to add a client.
- In Add Affected Client, search by client name or client ID.
- Select the client.
- Select Add Client.
- Repeat steps 2 to 5 for each client you want to charge.
The list must have at least one client before you can save. To take a client off the list, use the remove option on that client's row.
Turn off late fees
- In Settings, under Billing, select Late Fees.
- Clear the Automatically generate late fees checkbox.
- Select Save Changes.
Aiwyn stops adding new late fees. Your other late fee settings are kept, so you can turn generation back on without re-entering them.
After you save, the page shows your saved settings, and Aiwyn adds late fees to qualifying overdue invoices, which appear on each client's Transactions tab in Clients & Contacts.
Once you save with Automatically generate late fees selected, Aiwyn adds fees without further review, and clients see them on statements, collection notices and the client portal
To try your settings on a small group first, start with Some clients. If your firm's previous system also charged late fees, agree a start date with your implementation team so no invoice is charged in both systems.
Related
- How late fees are calculated
- Late Fees settings reference
- Collections settings reference
- Record adjustments, memos and write-offs
- How permissions and roles work