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Payments & Collections Implementation Overview

Christa Mason
Updated

Summary

The Aiwyn Payments & Collections Implementation process is required before launching Aiwyn. This detailed and in depth process consists of meetings, homework, and testing, all of which will require your time and attention.

A dedicated Aiwyn Implementation Manager oversees the entire project and will coordinate with involved firm staff to assign homework items, maintain tasks and documentation through the firm's Implementation Plan, direct testing process, and provide firm training.

Communication with Aiwyn Implementation Manager is provided through a series of emailed "tickets" and regular and ad-hoc meetings.

Included in this article:

Timeline

Below is a general timeline of events:

  1. SSO Environment & Test User Setup
  2. Aiwyn Kickoff Meeting
  3. Implementation Homework
  4. Configurations & Data Mapping Session 
  5. Payment Reconciliation and Reporting Needs Session
  6. Marketing & Communications Session
  7. User Training Session (60 minutes)
  8. Full System Deployment (Aiwyn)
  9. User Testing Sessions (2)
  10. Pre-Launch Meeting 
  11. Activation Day!
  12. Post-Activation Day Check In Meeting

Involved Firm Staff

For a successful Implementation and Activation, the following staff roles should be present or available for the various meetings and tasks:

  • AR/Billing Team Lead(s)
  • IT Department Lead
  • Marketing Department Lead

AR/Billing Team

Assign one lead from the AR/Billing/Finance department who is the primary point of contact for all related Implementation tasks. Invite additional team members from AR/Billing side to participate. 

Tasks are assigned at various intervals and are communicated to the team through tickets.

In general, these tasks include:

  • Setup Bank Account Connection
  • Read Aiwyn User Guide
  • Complete Finance Team Form
  • Data Configuration & Mapping Session
  • Payment Reconciliation Process
  • Participate in Client Communications & Marketing Planning
  • Firm Training Session
  • User Testing Session
  • Pre-Launch and Activation Day activities

IT Team

We recommend reviewing the following section to learn more about the Technical Requirements, guidance, and step by step guides.

Marketing Team

Access sample copy, example emails, communication timelines, and more.

 

Meeting Agendas

Kickoff Meeting

  • Implementation Overview & Roadmap
  • Firm Responsibilities & Time Commitments
  • Resource Room Access
  • Support & Communication Plan

Configuration & Data Mapping

Screenshare Practice Management System and discuss:

  • Staff
  • Clients
  • Contacts
  • Invoices
  • Payments

Marketing & Communications

  • Firm Logos
  • Pre-Activation Day communication emails
  • Bill Payment Landing Page
  • Activation Day activities
  • Ongoing resources

Payment Reconciliation & Collections Setup

  • Reconciling Aiwyn Payments
  • Importing/posting Aiwyn Payments into Practice Management System
  • Additional reports
  • Setup collections settings

Firm Training Session

  • How to send invoices to clients via email using your Firm's prescribed Aiwyn method
  • The Client experience receiving the email, paying the invoice through the portal
  • Accessing the Firm Portal
  • Navigating the Firm Portal
  • Accessing a Client Portal from the Firm Portal
  • How to make a payment on behalf of a client / how clients make payments (optional)
  • How to setup a recurring or auto payment plan on behalf of a client / how clients can set them up
  • How to link client accounts for a payment portal user
  • How to make refunds (optional)
  • How to reconcile Aiwyn payments
  • How to access ongoing Aiwyn support for you and clients

Data Flow Testing

  • Send test invoice in Aiwyn invoice email using prescribed routing method 
  • Make test payments
  • Post test payments
  • Make changes to clients and contacts

Data Validation

  • Ensure existing data from the Practice Management System displays accurately
  • Identify any discrepancies in AR data between system and Aiwyn, including current dollar amount outstanding of invoices and late fees
  • Identify any discrepancies in Client or Contact data between system and Aiwyn
  • Validate historic data is accurate

Pre-Launch Readiness

  • Historic Data Validation Acknowledgement
  • Data Flow Validation Acknowledgement
  • Collection Automation rollout
  • Payment report files
  • Final Preparation for Activation Day

Activation Day

  • Final adjustment necessary to enable sending of invoices
  • Website bill payment landing page is live
  • Client and Firm announcements sent

Final Meeting: Handoff to Support

  • Import real payments
  • Final Q&A
  • Accessing ongoing support

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