Receivables are drifting over 90 days and you don’t have time to deal with it
Your team spends too much time trying to collect past due invoices
Bad debt is increasing—and you know it’s preventable.
How We Can Help
The Collection Prevention System streamlines how you organize receivables, speeding up the process and reducing your workload. You receive ready-to-use templates, scripts, workflows, and step-by-step guides that help you get paid faster and more consistently.
Most businesses do not require a massive overhaul to reduce bad debt. With our system, you’ll have a reliable structure, clear procedures, and proactive processes that protect your bottom line.
9 Simple Steps to Reducing Bad Debt Losses
The System Behind the Results
These are the principles, processes, forms, checklists and scripts we have used for years to help businesses collect what they are owed. A single missed invoice, avoidable dispute or unpaid account can easily cost more than the entire program. If you are tired of slow payments and preventable bad debt losses, there is never a better time than now to fix the system behind the problem.
Collection Prevention Begins With the Sale
Discover the biggest and most overlooked problem A/R professionals face when collecting past due invoices. It happens in both large and small companies — and if you don’t deal with it, none of the rest of what we talk about here will matter.
What’s Inside
Module 1 – Establish Your Foundation
Module 1 Blueprint (PDF) — Why a credit policy matters and the steps to build one
Credit Evaluation Template (Tool) — Fill in the blanks template
Module 4 – Invoice Creation & Delivery
Module 4 Blueprint (PDF) — How to reduce payment delays, disputes and confusion
12 Point Invoicing Error Checklist (Tool) — Catch and eliminate leading causes of non-payment
Get-Paid-Faster Email Templates (Tool) — Pre-written invoice delivery and follow-up email templates (the same emails we use every day)Find Your Industry Standards (Tool) — 2 versions Simple AI Prompt and Advance AI Prompt
Module 5 – Payment Application
Module 5 Blueprint (PDF) — How to apply payments correctly to avoid problems later
Payment Application Policy Template (Tool) — Fill in the blanks template
Missing Remittance Advice Request Email Template — A short, professional email to send when a payment arrives without remittance details. Solves the #1 cause of payment application errors (missing info).
Module 6 – Collections Part 1
Module 6 Blueprint (PDF) — Tools, Process and Procedures
CRM Selection Tool (Tool) — Fill in the blanks tool to determine the best CRM fit for your business
Collections Cadence Schedule (Reference) Recommended Follow up Schedules
Module 7 – Collections Part 2
Module 7 Blueprint (PDF) — How to communicate effectively with past-due customers
Email Scripts (Tool) — Templates for each stage: friendly reminder to final notice
Module 8 Blueprint (PDF) — When and how to escalate to bad debt collection
Escalation Decision Framework (Tool) — A fill-in-the-blanks template – define your escalation rules
Demand Letter Template (Tool) — An editable final demand letter that works
Module 9 – Roles and Responsibilities
Module 9 Blueprint (PDF) — Map each role in your credit-to-cash workflow, assign ownership, and document authority levels so you always know who has to do what
RACI Template (Tool) — Fill in the blanks template
Sample RACI Matrix (Reference) — A completed example to model from
Vienna Castellaw is the founder of Cash In USA, Inc., an accounts receivable management and flat-fee collections service that has worked with businesses across 40+ industries for more than 20 years. She started in AR — doing the day-to-day work of helping businesses get paid before things ever got to collections. That background is the foundation of everything in this system.
Cash In USA | cashinusa.com | 800-201-CA$H (2274)
Not sure if this is right for you?
Book a free 15-minute call and we’ll tell you honestly whether the system will help or whether you need something else.
Founder and CEO of CA$H IN USA - Since 1990 we've been helping Small Business across the US get paid faster and reduce bad debt losses with our simple but effective AR Management System.
