# The Monday collection routine

> A twenty-minute round through four screens that stops you finding out about a problem with the student standing in front of you.

## What you will get

A fixed start-of-week routine. EduPay does the heavy lifting on its own — it
issues the charges, notifies the students, settles the payments. What it does
**not** do is tell you everything: some failures only surface for whoever looks.

Twenty minutes every Monday takes care of that.

## The four steps

### 1. Pending signatures

Under **Contracts › Pending Signatures**. A contract nobody signed is a stuck
enrollment, and a stuck enrollment does not charge. Every row sitting there for
more than a week deserves a phone call.

### 2. The week's arrears

Under **Metrics › Financial Report**, filtering by status and period. Look for
the installments that came due last week. They are already marked **Overdue** —
the system does that the night after the due date, with no grace period.

![The Financial Report screen, with the search box, the status, payment method and period filters, and the three totals at the top](/Apps/edupay/ajuda/relatorio-financeiro.png)
*The filters sit at the top. The three boxes below them summarise what was filtered: how many installments, how much they are worth, and how much has come in.*

At this point, split them into two groups: those late for the first time, and
those who were already late before. The first group is usually forgetfulness and
a message solves it; the second is a conversation.

### 3. Charges that never went out

**This step does not go through the report** — it does not show which
installments were left without a charge. The signal is a different one: **the
email the system sends to whoever administers the account when the automatic
issuing fails.** If one arrived during the week, it already names the
installment and the reason.

If no email arrived and a student still says they never got a slip, open their
enrollment and look at the **CHARGE** column: a dash on an installment that
should already have been charged is the sign.

That is the silent gap: if the charge never went out, the student never knew
they had to pay, and chasing them later is awkward for both sides. The cause is
almost always a disconnected payment account or something missing on the
student's record.

### 4. The month's numbers

Under **Metrics › Financial KPIs**. Here you do not act, you look: if expected
and received keep drifting apart month after month, the problem is not one
installment — it is the collection policy, and it deserves a bigger conversation
than a Monday one.

When the school uses formal debt collection, the **Delinquency 90+** screen joins
this round, for the older debts.

## How to tell it worked

> [certo]
> By the end of the round you can answer three questions without opening
> anything else: how many contracts are stuck waiting for a signature, who fell
> behind this week, and whether any charge failed to go out. If you can, the week
> starts without surprises.

## If something goes wrong

> [erro]
> **The arrears list is huge and you do not know where to start.** Start with
> the larger amounts and the most recent delays — someone a few days late is far
> more likely to pay than someone months behind.
>
> **You find a whole block of installments with no charge.** Do not start
> issuing them one by one. That is a sign the school's payment account
> disconnected; fix the connection first, and the automatic routine catches up
> on its own the next morning.
>
> **The routine takes more than twenty minutes every week.** You are probably
> fixing case by case what is really a policy problem. It is worth revisiting the
> issuing lead time and the automatic reminders before carrying on fighting
> fires.


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https://edupay.estudiosite.com/en/ajuda/day-to-day/the-weekly-collection-routine
2026-08-04