The purpose of this system is to call any overdue accounts to remind them of their balances and get all accounts paid up prior to the 15th of the month.

This system is to be completed by the Office Manager on the 7th of each month.  (This is because tuition is due by the 6th and late fees are applied on the 7th)

Log into jackrabbit website

Click on the number below 0-30 on the right-hand side of the website.  (This number is the current overdue balances total)

The list with all overdue accounts will then pop up

Click the last name of the first person on the list and do the following:

    1. First, click Transactions to look over the family’s account and ensure they actually have an OVERDUE balance.
      • Example of not overdue balance: We just charged them for something that is actually not due until the following month: private, costume, entry fee, etc.  LOOK AT THE INVOICE DATE
    2. Then click summary to see the phone number and name of the main person on the account
    3. Have transactions tab open in front of you so you know their charges if they are asking
    4. Call the person and start the conversation as follows:
      • This can be a difficult conversation to have, TRY TO KEEP THIS CONVERSATION AS LIGHT AND AS POSITIVE AS YOU CAN
      • “Hi this is __________ calling from Quantum Athletics in Lockwood.  Is this _________?   I was just calling to check in with you as we still have a balance on your account for __(month)__.  Would you like to pay it on the phone today?”   From here just follow the conversation.  If they cannot pay right then, try to set up a time they will have their balance paid by.  ONLY SAY THIS IF NEEDED: “We do require all accounts to be paid up no later than the 15th of each month. After the 15th your child(ren) will not be able to participate until the past-due bill is paid.
    5. Keep note HERE of the time of contact and ALL conversations you have