Who can use it
- Admin — company-wide Collections, billings, and payments
- Manager — project-level review where permitted
- Supervisor / Employee — do not normally manage Collections
Why it matters
- Separates amounts due from cash received
- Tracks outstanding balances and collection rate
- Cashflow visibility without changing project cost
Overview
Keeping billing and payment records separate helps Prospeno show billed amounts, collected amounts, outstanding balances, collection rates, and project cashflow accurately.
Collections does not replace formal accounting or revenue recognition.
Billing vs Payment
Collections separates two important financial events.
Billing
An amount the client is expected to pay.
- Increases the amount due
- Does not mean cash has already been received
- Types may include Progress, Final, Variation, Retention Release, Other
Payment
Cash the company has actually received.
- Records money received from the client
- May be applied to an unpaid billing or left unassigned
- Methods may include Cash, Bank Transfer, Cheque, GCash / Maya, QR Ph, Other
Main workflow
Primary collection actions without full form field lists.
- 1
Record Billing
Select + Record Billing when the company has issued or recognized an amount the client should pay.
Save Billing to create the record. A billing increases the amount due.
- 2
Record Payment
Select + Record Payment when the company has actually received money from the client.
Where applicable, apply the payment to an unpaid billing.
- 3
Apply Payment
Link cash received to the related unpaid billing when available.
A payment may also remain unassigned when no specific billing is selected.
- 4
Review Outstanding
Use search, filters, and outstanding balances to monitor unpaid or partial collections.
Inside a Project Command Center, select + Record Collection where available. Project-level recording may be limited to Admins.
Collection metrics
Total Due
Amounts billed or expected from the client.
Collected
Cash already received.
Outstanding
Billed amount minus collected amount.
Collection Rate
How much of the amount due has already been received.
A strong profit position does not always mean healthy cashflow if collections remain low.
At project level, Prospeno may also compare collections with the contract amount.
Billing statuses
| Status | Meaning | Financial effect |
|---|---|---|
| Unpaid | No payment has been applied to the billing | Full billed amount remains outstanding |
| Partially Collected | A portion has been paid; a balance remains | Outstanding amount is reduced but not cleared |
| Paid | The billed amount has been fully collected | No outstanding balance remains on the billing |
Status
Unpaid
Meaning
No payment has been applied to the billing
Financial effect
Full billed amount remains outstanding
Status
Partially Collected
Meaning
A portion has been paid; a balance remains
Financial effect
Outstanding amount is reduced but not cleared
Status
Paid
Meaning
The billed amount has been fully collected
Financial effect
No outstanding balance remains on the billing
Status table
Status wording may vary slightly between the list and detail page. Payment rows represent cash received rather than amounts due.
Cashflow vs Project Profit
Collections (cashflow)
Tracks money owed and money received.
- Shows how much the client owes
- Shows how much has already been received
- Highlights outstanding and follow-up needs
- Does not reduce labor, expense, or material cost
Project profit
Based on contract value and project costs.
- Profit is primarily cost- and contract-driven
- Collections do not directly increase or reduce profit
- A project may be profitable while still cash-constrained
- Billings and contract value may differ during execution
How it affects project monitoring
Collections affect project cashflow, not project cost. Recording a payment does not reduce labor, expense, or material cost.
Needs Follow-Up
What Needs Follow-Up highlights
The Needs Follow-Up count highlights records or projects with unpaid or incomplete collection activity.
- Unpaid billings
- Partially collected billings
- Overdue or unresolved balances
- Projects with weak collection progress
The exact follow-up rules depend on the current billing and collection records.
Important limitations
- Global Collections access may be restricted to Admins.
- Project-level recording may also be Admin-only.
- Collections is a cashflow-tracking workflow, not formal accounting.
- Billing does not mean payment has been received.
- Payment records should be entered only after funds are actually received.
- An unassigned payment may require later review.
- Status and outstanding values depend on accurate billing-payment relationships.
- Supervisors and Employees do not normally manage Collections.
Where to find help
Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.
Related links
Jump to the module, marketplace, or broader help resources.